Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
January 28,2003
Volume 188
TABLE OF CONTENTS
Page
03-10 Approval of Minutes of October 17, 2002; November 19,2002;
December 20, 2002; and January 9, 2003 {
03-11 Personnel
A. Faculty and Staff Appointments for 2002-03 , 1
B. Changes of Status 2
C. Retirements 3
D. Voluntary Modification of Employment. 3
03-12 Academic Affairs
A. Faculty Workload Report for Fall 2002 3
B. Last Class Day Report 3
C. Approval to Offer M.Ed. Program in Educational Leadership 3
D. Approval of the Charter School Contract and Constitution 3
E. Master of Professional Accountancy 4
03-13 Financial Affairs
A. Rental Fleet Vehicle Replacements 4
B. Intranet Portal 4
C. Wireless Access - Science Research Center and Todd Beef Farm 4
D. Resolution to Review Qualified Investment Brokers and Financial
Institutions 4
E. Resolution to Acknowledge Review of Investment Policy and Strategy 4
F. Purchase of Computer Servers 4
03-14 Construction Manager for University Center Renovations/Additions:
J. E. Kingham Construction 5
03-15 Buildings and Grounds
A. Roof Replacements - Music, Griffith Fine Arts, Human Sciences
South, Norton HPE Complex, Mays Hall, and Steen Hall 5
B. Exterior Cleaning and Waterproofing - Chemistry, McGee,
McKibben, Rusk (steps) 5
C. Chilled Water Unit Replacements 5
D. Emergency Power Supply - Computer Center 5
E. Elevator upgrades - ADA, Fire Safety, Elevator Operation Codes 5
F. Public Area Renovations - McGee and McKibben Buildings 5
G. Facility Renovations - 2200 North Street 6
H. Building Upgrades and Enhancements - Griffith Fine Arts Building 6
I. Stormwater Drainage System - HPE to Starr Avenue and HPE across
Wilson Drive 6
J. Campus Lighting 6
K. Opera House (Downtown Gallery) Lease 6
L. University Center Architect 6
M. University Chapel Exploratory Committee 6
N. Equine Facility 6
03-16 Policy Revisions 7
A-04 Academic Programs and Curricula PI
A-05 Add/Drop P2
A-7 Advanced Placement P3
A-20 Graduate Assistantships P4
A-22.1 Instructor Generated Material P5
A-23 Interlibrary Loan P7
A-26 Library Lending P9
A-29 Library Public Address System P10
A-31 Meeting and Conducting Classes Pll
A-35 Library Online Search........ P12
A-36 Out of State ...'. P13
A-40 Satisfactory Academic Progress P17
A-41 Grade Reporting P20
B-ll Hall 20 Guest Rooms P21
C-11 Departmental Accounting Responsibilities P23
C-13 Food Purchases P24
C-35 Returned Checks P25
C-47 Budget Control P26
D-ll Emergency Management Plan P27
D-17 Health & Safety P37
D-19 Illicit Drugs and Alcohol Abuse P40
D-20.5 Items Requiring Board of Regents Approval P47
E-15 Employee Conduct P50
E-31A Library Faculty P52
E-33 Nepotism.. : P57
E-39 Personnel Action Request P58
E-40N Probationary Period of Employment P61
E-43.5 Risk Management P62
E-47 Sick Leave ...P68
E52N Time Sheets P70
E-63 USA Patriot Act P74
F-13 Faculty-Staff ID Cards P75
F-3 Bookstore Special Orders P76
F-4 Bookstore Textbook Orders P77
NEW E-Mail, Students Only P78
NEW Educational Assistance Plan P80
NEW Employee Training P81
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
JANUARY 28, 2003
The meeting was called to order at 9:07 a.m. by Chair Mike Enoch. Board members
present in Room 307: Penny Butler, Margarita de la Garza-Grahm, Kenneth James, Gary
Lopez, Susan Roberds, Lyn Stevens, Mike Wilhite, Fred Wulf.
Executive Session was announced at 9:15; returned to Open Session at 10:54.
03-10
Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye,
it was ordered that the minutes of October 17, 2002; November 19, 2002; December 20,
2002; and January 9, 2003 be approved.
03-11
Upon motion of Regent Stevens, seconded by Regent Lopez, with all members voting aye, it was
ordered that the following Personnel items be approved.
A. Faculty and Staff Appointments for 2002-03
1. Human Sciences
Ms. Darla R. Daniel, Assistant Professor, Ph.D. (Texas Tech University), at a
salary of $45,000, for 100% time for nine months, effective January 1, 2003.
2. Human Services
Dr. Victor Vodounou, Assistant Professor, Ph.D. (New Mexico State University),
at a salary of $42,000, for 100% time for nine months, effective January 1, 2003.
Dr. Scott Whitney, Assistant Professor, Ed.D. (Lamar University), at a salary of
$40,000 for 100% time for nine months, effective September 1, 2002.
3. Nursing
Ms. Debbie K. Arnold, Clinical Instructor, M.S.N. (University of Texas Medical
Branch), at a salary of $40,000 for 100% time for nine months, effective January
1,2003.
Ms. Karen L. O Brien, Clinical Instructor, M.S.N. (University of Texas Medical
Branch), at a salary of $40,000 for 100% time for nine months, effective January
1,2003.
4. Secondary Education
Dr. Sheila S. Runnels, Assistant Professor, Ph.D. (University of North Texas), at a
salary of $45,000, for 100% time for nine months, effective January 1,2003.
5. Counseling & Career Services
Ms. Sheri Mullican, Associate Director for Career Services, at a salary of $42,692
for twelve months, effective January 2, 2003.
6. Student Affairs
Ms. Peggy Greer, Coordinator for the Multicultural Center, at a salary of $37,000
for twelve months, effective October 14, 2002.
Ms. Eva Pack, Assistant Coordinator for the Multicultural Center, at a salary of
$29,000 for twelve months, effective January 6, 2003.
B. Changes of Status
1. Early Childhood Laboratory
Ms. Amanda Piagari, from Substitute Teacher at an hourly salary to Pre-K I
Teacher at a salary of $23,987 for 100% for nine months, effective November 18,
2002.
2. Registrar
Ms. Melinda A. Colby, from Assistant Director and Administrative Assistant of
the Charter School at a salary of $29,658 for 100% time for twelve months, to
Associate Registrar at a salary of $37,000 for 100% time for twelve months,
effective December 9, 2002.
3. Secondary Education
Dr. Barbara Nykiel-Herbert, from Visiting Assistant Professor in English at a
salary of $34,000 for 100% time for nine months to Assistant Professor in
Secondary Education at a salary of $38,000 for 100% time for nine months,
effective January 1, 2003.
4. Social Work
Dr. Linda Morales, from Assistant Professor at a salary of $42,631 for 100% time
for nine months to Interim Associate Dean and Director of the School of Social
Work at a salary of $71,013 for 100% time for eleven months, effective October
25, 2002.
C. Retirements
1. Admissions
Ms. Nancy Dunn, Associate Director of Admissions, effective January 31, 2003.
2. Computer Science
Dr. Jarrell C. Grout, Professor, effective May 31, 2003.
3. Human Sciences
Dr. Gloria Durr, Regents Professor and Chair, effective August 31, 2003.
4. Modern Languages
Dr. Bonnie C. Todd, Professor and Chair, effective August 31, 2003.
D. Voluntary Modification of Employment
1. College of Education
Dr. Patsy Hallman, Professor and Dean, effective September 1, 2003.
2. Music
Dr. David W. Jones, Professor, effective September 1, 2003.
3. English
Dr. Leon J. Schultz, Professor, effective September 1, 2003.
03-12
Upon motion of Regent Roberds, seconded by Regent Wulf, with all members voting
aye, it was ordered that the following Academic Affairs items be approved,
A. Faculty Workload Report for Fall 2002
The faculty workload report for Fall 2002 was approved.
B. Last Class Day Report
The last Class Day Report for the Fall semester, 2001 was approved as presented.
C. Approval to Offer MLEd. Program in Educational Leadership
Secondary Education was granted approval to offer graduate courses in Educational
Leadership at Alief, Cleveland, Dayton, Fairfield, and Pinetree.
D. Approval of the Charter School Contract and Constitution
The contract to continue the Charter School at SFA was approved.
E. Master of Professional Accountancy
Approval was granted for the Department of Accounting to offer a stand-alone Master of
Professional Accountancy program.
03-13
Upon motion of Regent James, seconded by Regent Roberds with all members voting
aye, it was ordered that the following Financial Affairs items be approved.
A. Rental Fleet Vehicle Replacements
Approval was given for (1) replacement of the 15-passenger vans with 9-passenger
models at an estimated cost of $95,000 based on the state contract price, (2) replacement
of the four sedans at an estimated cost of $70,000, based on bids received 1-22-03, and
(3) replacement of the 1983 road bus at a cost of $345,000 based on bids received 1-10-
03. Pricing reflects trade-in of the road bus. Source of funds for the vans and sedans is
HEAF. Source of funds for the road bus is HEAF ($100,000) with the balance to be
financed over a period of five years, payable in sixty monthly installments of $4,623.44
from rental-fleet revenue. The President was authorized to sign the required purchase
orders and contracts to accomplish the recommended procurement.
B. Intranet Portal
It was ordered that the expenditure of $30,000 in TIF funds to complete the $66,000
upgrade of SFA> s internal campus website be approved, and that the President be
authorized to sign the required purchase order and contract.
C. Wireless Access - Science Research Center and Todd Beef Farm
It was ordered that the purchase of the wireless network solution from Wireless
Dynamics be approved at a cost not to exceed $109,600 and that the President be
authorized to sign the required contracts and purchase orders.
D. Resolution to Review Qualified Investment Brokers and Financial
Institutions
It was ordered that the Resolution Approving Financial Institutions and Brokers for
Investment Transactions be approved as presented.
E. Resolution to Acknowledge Review of Investment Policy and Strategy
It was ordered that the Resolution to Acknowledge Review of the Investment Policy and
Strategy be approved as presented.
R Purchase of Computer Servers
It was ordered that the purchase of 3 computer servers for the WebCT course
management system be approved at a cost of $84,088. The source of funds is the DI4
Discovery Grant.
03-14
Construction Manager for University Center Renovations/Additions
Upon motion of Regent Wilhite, seconded by Regent Roberds, with 5 members voting
aye and 2 members voting nay, it was ordered that J. E. Kingham Construction serve as
the Construction Manager for the University Center Renovation/Addition Project.
(Regent Wulf abstained from voting for personal reasons.)
03-15
Upon motion of Regent Wilhite, seconded by Regent Wulf with all members voting aye,
it was ordered that the following Financial Affairs items be approved
A. Roof Replacements - Music, Griffith Fine Arts, Human Sciences
South, Norton HPE Complex, Mays Hall, and Steen Hall
The University was authorized to re-roof Music, Griffith Fine Arts, Human Sciences
South, Norton HPE Complex, Mays Hall, and Steen Hall. The contractor is Sta-Dri Co.
Inc. The project cost is not to exceed $659,206 and the source of funds is HEAP balance
and budgeted auxiliary funds.
B. Exterior Cleaning and Waterproofing - Chemistry, McGee, McKibben,
Rusk (steps)
The University was authorized to clean and waterproof the Boynton Building, the
Chemistry Building, the McKibben Building, the McGee Building and to repair and
waterproof the Rusk Building front steps. The contractor is Century Waterproofing and
the project cost is not to exceed $169,685. The source of funds is HEAF balance.
C. Chilled Water Unit Replacements
The University was authorized to replace two chillers in Power Plant II at a cost not to
exceed $566,445. The Physical Plant will serve as General Contractor and the President
is authorized to sign the required contracts and purchase orders. Source of funds is
HEAF balance.
D. Emergency Power Supply - Computer Center
The University was authorized to seek bids for the emergency power supply, and for a
construction manager at risk for the project at a cost not to exceed $250,000. Funds for
the project are to be allocated from HEAF balances carried forward to FY 2003.
E. Elevator Upgrades - ADA, Fire Safety, Elevator Operation Codes
The University was authorized to contract with Thyssen/Krupp Elevator to complete code
upgrades and annual inspections under the existing contract at a cost not to exceed
$375,000 and the President was authorized to sign purchase orders and contracts
necessary to complete the work.
F. Public Area Renovations - McGee and McKibben Buildings
It was ordered that the public areas of the McGee and McKibben Buildings be renovated
at a total cost of $1,165,000 for both buildings.
G. Facility Renovations - 2200 North Street
It was ordered that the property at 2200 North Street be renovated to accommodate the
increase in nursing-programs enrollment on an interim basis, at a cost not to exceed
$150,000. The physical plant department will serve as general contractor for the project.
Source of funds is HEAF balances carried forward to FY 2003.
H. Building Upgrades and Enhancements - Griffith Fine Arts Building
It was ordered that upgrades and enhancements be made in public areas of the Griffith
Fine Arts building at a cost not to exceed $250,000.
I. Stormwater Drainage System - HPE to Starr Avenue and HPE across Wilson
Drive
The administration was authorized to install the stormwater drainage system east from
HPE to Starr Avenue and across Wilson Drive, at a cost not to exceed $650,000. The
President was authorized to sign the necessary purchase orders and contracts.
J. Campus Lighting
It was ordered that Phase II of the campus lighting project be approved to replace 150
additional fixtures meeting identical standards to those used in the Human
Services/Telecommunications building project. The physical plant department will
install the Phase II fixtures. Cost is estimated at $375,000.
K. Opera House (Downtown Gallery) Lease
The "Opera House" lease for the downtown gallery was approved for renewal and the
President was authorized to execute the contract.
L- University Center Architect
The administration was authorized to expend architectural fees on the University Center
project in excess of $50,000 and the President was authorized to sign the contract, with
total architectural costs to be based on 8 percent of the project if completed. It was
further ordered that use of proceeds from future debt issued for the project be authorized
to reimburse architectural fees for the project, and approval was given for the Resolution
Declaring Expectation to Reimburse Expenditures with Proceeds of Future Debt once the
amount and certainty of the bond issue are determined.
M. University Chapel Exploratory Committee
The President was authorized to appoint an exploratory committee to investigate the
feasibility and funding possibilities for a University Chapel.
N. Equine Facility
Authorization was given for a project to develop a design and funding proposals for an
equine facility to be located at the Todd Beef Farm. Design activity will be coordinated
by the physical plant department. Plans and funding proposals are to be brought for
consideration to the Board or designated Board committee(s) at a future date.
03-16 Policy Revisions
Upon motion of Regent Roberds, seconded by Regent James, with all members voting
aye, it was ordered that the Board of Regents adopt the policy revisions as presented.
REPORTS
A. Recruitment and Retention Report by Roger Bilow and Jerry Holbert
B. Housing Report
C. Faculty Senate Chair
1. Recent Senate Actions
a. Resolution on Departmental and College Governance
b. Faculty Mentor Program
c. Resolution on Changes to Policy A-54
2. Issues Under Consideration by the Senate
a. New Intellectual Property Right Policy
b. Developmental Classes
c. Policy Changes
d. Changes to the Senate Constitution
D. Student Government Association President
1. University Center Expansion
E. Vice Presidents for University Advancement and Alumni Affairs
1. Recognition of Mrs. Peggy Wright
2. Update on Fund Raising Efforts
3. Update on Alumni Activities
a. Nacogdoches/Lufkin Day in Austin
b. Mentor Ring Update
c. Charter Chapter Update
F. President
1. Austin Office
2. Legislative Session/Governmental Relations
3. Gubernatorial Inauguration
4. Strategic Planning Effort
5. Status of Search Processes for the Provost/Vice President for Academic
Affairs and Dean of the College of Education
6. Coordinating Board Meeting (January 30-31, 2003)
7. Meeting with UTMB Personnel (February 26, 2003)
8. Meeting with Dr. Kirk Calhoun (February 27, 2003)
9. Meeting of the Board of Regents in April
10. Answer Questions from Members of the Board of Regents
Appendix No. 1
BOARD OF REGENTS
OF
STEPHEN F.AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION APPROVING
FINANCIAL INSTITUTIONS AND BROKERS
FOR INVESTMENT TRANSACTIONS
WHEREAS, The Texas Public Funds Investment Act requires the University to submit a
resolution approving a list of qualified investment brokers to the governing body of the
institution for adoption and/or review; and
WHEREAS, the following firms are approved investment brokers:
Merril Lynch, Inc.
Neuberger Berman
Fayez Sarofim & Co.
John A. Levin & Co
Kayne Anderson Rudnick Investment Management
Lazard Asset Management
Franklin Private Client Group, Inc.
Lord, Abbett, & Co.
WHEREAS, the following firms are approved financial institutions:
Citizen's First Bank
Commercial Bank of Texas
First Bank and Trust East Texas
Bancorp South Fredonia
Region's Bank Stone Fort
Texas Bank
NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University
Board of Regents, by the issuance of this Resolution, does hereby approve the above
listed firms for investment transactions by Stephen F. Austin State University; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the
minutes of the January 28,2003 meeting of the Board.
THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY
Mike Enoch, Chair • Penny Butler, Secretary
Appendix No. 2
BOARD OF REGENTS
OF
STEPHEN F. AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION TO ACKNOWLEDGE
REVIEW OF INVESTMENT POLICY AND STRATEGY
WHEREAS, The Texas Public Funds Investment Act requires that each University s
investment policy and strategy must be annually reviewed by the governing board of the
institution; and
WHEREAS, the law also requires the goveming body to adopt a written instrument
stating that is has reviewed the investment policy and strategy;
NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University
Board of Regents, by the issuance of this Resolution, does hereby approve the investment
policy and strategy as reviewed on January 28, 2003; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the
minutes of the January 28,2003 meeting of the Board.
Attest:
Mike Enoch, Chair Penny Butler, Secretary
Appendix No. 3
Stephen F. Austin State University
Schedule of Budget Changes
September 27, 2002 to January 6, 2002
ACTIVITY RECIPIENT INCOME SOURCE REF#
TOTAL 114,684
10
Appendix No. 4
Policies for Board Review
January 28, 2003
11
Appendix No. 4
Policies for Board Review
January 28,2003
12
Academic Programs and Curricula, Review and Approval A-4
Original Implementation: October 17, 1978
Last Revision: January 25, 2000 January 28, 2003
Each academic department must engage in continuous review of its programs and
curricula. Each department will conclude a formal review of programs and curricula
every three to five years according to a schedule proposed by the dean and department
chair and approved by the Vice President for Academic Affairs.
All new undergraduate or graduate majors, minors, concentrations, and programs, and all
changes in such programs must be approved by the dean of the appropriate college and
by the Vice President for Academic Affairs. Prior to approval the dean will secure the
recommendations of individuals or bodies as prescribed by the policies of the particular
college, and, in the case of graduate offerings, the Vice President for Academic Affairs
will secure the recommendation of the University Graduate Council.
New or altered undergraduate or graduate majors and teaching certificate endorsements
additionally require approval by the President and the Board of Regents. When required
by law or regulation, additional approval by the Texas Higher Education Coordinating
Board, the Texas Education Agency, the State Board for Educator Certification, the
Southern Association of Colleges and Schools, or other appropriate outside agencies will
be secured before proposed innovations or changes are implemented.
All new undergraduate courses or course revisions require in addition to the approval of
the appropriate college dean and the Vice President for Academic Affairs, the
recommendation of the University Curriculum Committee.r#H4-a ^411 new graduate
courses or course revisions similarly require the approval of the college dean and the
Vice President for Academic Affairs as w-ell as the recommendation of the University
Graduate Council.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: None
PI
Add/Drop A-5
Original Implementation: April 27, 1986
Last Revision: April 30, 200Uanuary 28. 2003
Students may add courses through the 2nd class day during the summer semesters and
through the 4th class day during the fall or spring semesters. Academic Department
Chairs may reconcile class schedules through the official reporting date. Students may
drop classes through five working days past mid-semester or mid-session as applicable. A
student will not be allowed to drop a course after these dates, unless he or she withdraws
from the University or can secure the dean's permission by demonstrating some
exceptional circumstance.
The following applies:
1. Through the official reporting date, withdrawals or a course dropped will not be
recorded on a student's transcript.
2. After the official reporting date through five working days past mid-term for full
semester courses or mid-session for partial semester courses, a drop, as well as a
withdrawal, will be noted as a "W" on the transcript. At that time, the student's
withdrawal will be reflected on the student information system.
3. If a student has been found guilty of cheating/plagiarism according to policy A-9.1,
Cheating and Plagiarism, the grade of "W" may be changed to "WF" at the discretion of
the faculty member involved.
4. Beginning on the sixth working day after mid-term for full semester courses or mid-session
for partial semester courses, a drop will not be permitted only with the permission
of the student's dean unless the student withdraws from all courses for the term. This
withdrawal -m&v/\\\ be noted on the transcript as a "WP" if the student is passing at the
time or a "WF" if the student is failing at the time. A withdrawal will also be noted as a
"WP" or "WF" on the transcript.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin, Schedule of Classes. Policy A-54:
Semester Grades
Contact for Revision: Registrar
Forms: None
P2
Advanced Placement A-7
Original Implementation: September 4, 1979
Last Revision: April 18, lOQOJanuary 28, 2003
Stephen F. Austin State University offers several options for students to earn college
credit through various placement programs and national examinations. Students can
receive college credit through the College Level Examination Program (CLEP),
Advanced Placement Program (AP) of the College Board International Baccalaureate
Program, and SFA departmental examinations.
The responsibility of initiating a departmental advanced placement program (system that
allows students to by-pass certain courses) or internally administered examinations rests
with the individual department. A request to offer a departmental advanced placement
program must be submitted by the department chair through the dean of the college to the
Academic Affairs Council for review and approval. Departments shall review and update
their programs as part of the university's general bulletin revision process.
Criteria governing the Advanced Placement Program of the College Board and the
College Level Examination Program and the International Baccalaureate shall be
reviewed by the academic departments with recommendations for course credit submitted
through the dean of the college to the Academic Affairs Council for review and approval.
The review of the criteria will be initiated by the Office of Admissions on a periodic basis
dependent upon the receipt of test and resource material from the College Board.
The University's General Bulletin shall communicate the current regulations governing
the Credit by Examination and Advanced Placement Program.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Student Handbook and Activities Calendar
Contact for Revision: Vice President for Academic Affairs
Forms: None
P3
Graduate Assistantships A-20
Original Implementation: Unpublished
Last Revision: January 25, 2000 28. 2003
To be eligible for a graduate assistantship, a student must have clear or provisional
admission to the graduate school and the department and be in good academic standing.
A graduate assistant may be assigned to research projects or to teaching. Graduate
assistants assigned at the 50% rate (50% = full graduate assistantship) are expected to
serve 20 clock hours or equivalent teaching assignment per week in the department to
which they are assigned. Those assigned to other percentages are expected to work a
proportionate number of clock hours. The department chair is responsible for the
selection, training, assignment of duties and supervision of the graduate assistants in
his/her department.
A graduate assistant must be enrolled for at least nine hours of graduate course work in
the fall or spring semesters and three semester hours in a summer session. Should a
graduate assistant fall below the nine or three hour minimum for a semester or summer
session, he or she will not be eligible for an assistantship the following semester.
A student must be approved for an assistantship by the Chair of the Department, the
Academic Dean, the Director of Personnel Services, the Budget Director, and the
Associate Vice President for Graduate Studies and Research. The appointment as a
graduate assistant is completed only after the candidate has attended a mandatory new
employee orientation session in the Office of Personnel Services.
Except for students in the Ed.D., Ph.D. and M.F.A. programs, a student may receive an
assistantship for no more than four long semesters.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Graduate Bulletin. \vw\\\sfasiLedu/^raduate/assistantshiD2Mml
Contact for Revision: Associate Vice President for Graduate Studies and Research
Forms: Application Form for Graduate Assistantships (available from the office of the
Chair of the academic department)
P4
Instructor-Generated Materials A-22.1
Original Implementation: September, 1990
Last Revision: July 17,2001 January 28, 2003
"Instructor-generated materials" generally refers to coursepacks or other such class
materials that are intellectual property compilations and are intended for sale. They are
not merely handouts, copies, textbooks, or trade books published by a commercial or
university press. Copies of handouts distributed in class are provided to students and paid
for by course fees. Published textbooks or trade books must be sold through bookstores.
Under no circumstances, may faculty members sell instructor-generated or other
academic materials directly to students.
Instructor-generated materials must be favorably reviewed and approved by an
appropriate review committee within the faculty member s department and by the dean of
the college involved. The instructor-generated materials may then be sold through the
University bookstore or off-campus vendors.
The University and faculty member(s) will negotiate a royalty agreement in advance of
the sale of instructor-generated materials in the University bookstore to properly
compensate the faculty member(s) for their time, effort, and intellectual property, unless
it was a work made for hire. See Intellectual Property. Policy D-20. The University shall
not be responsible for royalties or other financial benefits on instructor-generated
materials sold by off-campus vendors.
The faculty member(s) shall retain the right to edit and amend their intellectual property
as necessary, subject to a department/college review, to determine whether the general
quality of scholarship renders the material suitable for sale. No departmental/college
review may infringe upon the academic freedom of the faculty member(s) who created
the instructor-generated materials.
The General Fair Use Guidelines as described in Copyrighted Works Reproduction.
Policy A-12, are applicable to instructor-generated materials. Copyright notices,
appropriate citations and attributions should be included. The faculty-staff member who
compiles the instructor-generated materials shall be responsible for complying with these
guidelines. Permission must be obtained for materials that will be repeatedly used by the
same instructor for the same class. Using a commercial copy shop does not necessarily
relieve the creator of instructor-generated materials of liability, unless the Fair Use
Guidelines are followed or the copy shop pays appropriate royalties. Campus copy
centers are not permitted to copy such materials, unless these guidelines are followed.
Source of Authority: President, Vice President for Academic Affairs
Cross Reference: Faculty Handbook, University Policies D-20, Intellectual Property
and A-12. Copyrighted Works Reproduction
P5
Contact for Revision: Vice President for Academic Affairs
Forms: None
P6
Interlibrary Loan A-23
Original Implementation: March, 1985
Last Revision: January 25,2000 January 28,2003
The Interlibrary Loan program supplements local library resources by providing access to
materials not available in the Steen library collection. The following statements regulate
interlibrary loan activities.
Eligibility for Borrowing. Interlibrary Loan service is extended to SFA faculty, staff, and
students, generally on a non-fee basis with the following provision: patrons must exhaust
the limits of the local collection before requesting interlibrary loan services.
Faculty members, including university associates, may request materials related to their
own professional scholarly research or to course-related subject matter.
Graduate and undergraduate students may request materials pertinent to graduate their
research or coursework.
Undergraduate student may request materials pertinent to their assigned coursework
under any of the following conditions:
Requested itcm(s) arc approved by tho appropriate subject librarian or reference librarian.
Instructors have provided class exemptions through the approval of an Access Services
librarian. Service is available to library users not affiliated with SFASU on a contractual
basis. The contract will be based on cost recovery with additional charges for university
overhead. Therefore, patrons not affiliated with SFASU should normally contact their
local public library for interlibrary loan requests.
Any type of library materials may be borrowed through interlibrary loan, but the
following types are usually not available: basic reference books, rare books, most
dissertations completed at U.S. universities, books owned by this library which are
temporarily in use, audiovisual materials.
Procedural Rules. Requests should be submitted on forms specified by the library either
through the Access Services Department or through the library web pages. Full
bibliographic information, including published source of reference, is necessary for each
item requested. Forms submitted without adequate information will be returned to the
person requesting the item.
All conditions of use imposed by the lending library on items borrowed are to be strictly
observed.
Borrowed materials are circulated from and returned to Access Services Department.
Photocopies received for faculty will be delivered to their University offices.
P7
Ordinarily, renewals on items borrowed should not be requested. In cases when a renewal
is requested, the request must be made not less than four days before the loan is due to be
returned.
Requests are acted on in the chronological order of receipt. However, rush requests will
be honored to the extent resources permit.
Abuse of ILL regulations by a patron may result in the forfeiture of ILL borrowing
privileges. (Examples: taking Library Use Only material out of the Library, disregarding
loan restrictions, repeated failure to return material by due date).
ILL service may be refused any patron whose Steen Library borrowing privileges are
blocked.
The right is reserved to refuse to accept or process any interlibrary loan request if it
appears fulfillment of the request would involve violation of the copyright law. Steen
Library abides by the AMIGOS and national interlibrary loan codes, and maintains such
records of interlibrary loan transactions as required by law.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Library Director
Forms: None
P8
Library Lending A-26
Original Implementation: February 11,1981
Last Revision: January 25,2000 January 28,2003
Persons who hold University identification cards or Nacogdoches Public Library cards
are eligible to borrow books from Steen Library, either directly or through a courier
service which is run once a day during the week when both libraries are open. Other
individuals who do not hold either university IDs or Nacogdoches Public Library cards
may be issued university library cards. Social security numbers or a unique identification
number must be used and an official picture identification must be furnished, e.g., driver's
license, before a library card may be issued. Loan periods vary by borrower category and
status of material borrowed and are set separately by each library. Borrowers are
responsible for all materials borrowed from either library, including the payment of
overdue fines, replacement and repair costs for lost or damaged materials. Borrowing
privileges are suspended at both libraries for overdue materials or unpaid charges at
either library.
All materials borrowed from Steen Library are subject to immediate recall when
requested by faculty for placement in the Reserve Collection or after three weeks from
checkout when requested by any patron for other reasons.
Individuals are limited to ninety-nine items on their borrowing record at any one time.
For a fee a Library Delivery Service is offered to students with a disability and students
living outside of Nacogdoches County.
Source Of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact For Revision: Library Director
Forms: None
P9
Library Public Address System
Original Implementation: September 29? 1987
Last Revision: January 25, 2000
The Library public address system is used to quickly disseminate information of
immediate interest to all people within the building.
The P. A. system is used to announce the closing of the Library, so that users may have
time to check out books before the building closes.
The P. A. is used to make emergency announcements, such as the evacuation of the
building.
Paging Requests. All requests to page must be referred to the University Police
Department. The University Police dispatcher makes the judgment if the page is for an
emergency. The University Police dispatcher phones Circulation to authorize a page. .
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Library Director
Forms: None
P10
Meeting and Conducting Classes A-31
Original Implementation: June 16, 1982
Last Revision: April 18,2000 January 25, 2003
Faculty members shall meet their assigned classes at the times and places as officially
scheduled. Courses shall be conducted in accordance with the descriptions contained in
the University s General Bulleting and Graduate Bulletin. Exceptions may be made with
appropriate administrative department chair approval.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin, Faulty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
Pll
Library Online Search Services A-35
Original Implementation: July, 1986
Last Revision: August L 2000
Steen libraiy provides access to remote database services to supplement local library
resources, particularly indices and abstracting services for advanced research. These
services arc provided through Access Services and Reference libraries.
Searches for SFASU students, faculty, and staff arc subsidized at an amount determined
by the budget, which is reviewed each fiscal year by the Head of Reference according to
available funds, changes in online search services, and evaluation of the program. The
amount set is generally enough to cover most search charges for a typical search.
Patrons not affiliated with SFASU are responsible for all charges incurred by a search, as
well as libraiy and university overhead fees. The library s charges arc intended to recover
costs of the search, including online time, citation charges, telecommunications charges,
and staff time. The university overhead fee is set by the university administration. Fee
schedules for library and university overhead are reviewed each year.
Actual costs for each search vary with the database(s) used, amount of connect time,
number of references displayed or ordered, and telecommunications charges.
All fees will be assessed and collected before search results arc released unless prior
arrangements for billing have been made and approved by the Head of Reference.
This service is provided on an appointment basis; walk in requests can only be honored
as time permits. Search services are provided Monday through Friday, from 8:00 a.m. to
5:00 p.m. Other arrangements may be made through the individual searcher. Steen
Library search staff reserve the right to refuse any search which can be researched using
locally available resources.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Library Director
Forms: None
P12
Out-of-State Travel/Study A-36
Original Implementation: September, 1981
Last Revision: January 15,2002 Januaiy 28, 2003
Out-of-state travel courses are those courses whose fundamental content is based on the
use of natural or cultural resources found outside the state and in which a majority of
instruction is delivered out-of-state. They do not include courses delivered on campus in
which incidental travel to another state for enrichment activities occur.
Requests for courses involving out-of-state travel within the United States must be
routed, using an "Out-of-State Travel/Study Course Request Form", for approval via the
instructor's department Chair, college Dean, the Director of Continuing Education, the
Dean of Applied Arts and Sciences (who is out-of-state travel/study coordinator) and
responsible for submitting course requests to the THECB), and the Vice President for
Academic Affairs.
Requests for courses involving international travel must be routed using an
"International Travel/Study Course Request Form", for approval via the instructor \s
department Chair, college Dean, the Director of International Studies and Programs, the
Dean of Liberal Arts (who is responsible for submitting course requests to the THECB).
and the Vice President for Academic Affairs,
1. The approval process consists of two stages.
a. Tentative approval prior to formal arrangements and an agreement with a licensed
carrier or travel agency if required. Criteria for approval shall be those set by the
Texas Higher Education Coordinating Board and stated as follows:
(1) No courses which offer credit primarily for travel, recreation, or pleasure may
be authorized.
(2) No out-of-state classes may be offered to serve non-Texas residents unless they
are degree candidates at Stephen F. Austin State University, and they must be
charged the non- resident or foreign student tuition as established by law.
(3) No student may be eligible to enroll in an out-of-state class unless the student
has satisfied all University and degree program admission requirements and has
paid all appropriate fees.
(4) All courses must be in the approved course inventory and be applicable to a
program approved by the Coordinating Board.
(5) In accordance with THEB Rules: (Chapter 5, Subchapter H, and Memorandum
of Reporting Out-of-State and Out-of-Country Courses dated April 10, 2001) each
P13
public institution wishing such approval shall submit its request on an "Out-of-
State Resident Credit Course Request" form.
For each course or group of related courses, the institution must attach a statement
describing in detail how the course or group of courses will utilize academic,
cultural, or physical resources not reasonably available in Texas.
(6) The instruction in all authorized out-of-state classes must conform to all
relevant academic policies at SFASU. All courses must conform to the
University's workload and enrollment requirements, its contact hour/credit ratio,
and s imilar matters.
(7) If a course is to be taught by adjunct faculty (anyone other than regular
University faculty), a statement must be attached describing the unique
qualifications of personnel to be employed at the out-of-state site.
(8) Motivation for the offering of courses must be educational, not
entrepreneurial, and may not result in improper advantage or financial gain for
participating faculty and staff. Out-of- state classes must emphasize their
instructional nature. Any course advertised or marketed to create the impression
that it is primarily a credit-for-travel experience will be disallowed.
(9) Any free tickets for travel, accommodations, or other expenses provided by
travel agents, carriers, or hotels must take the form of payments to SFASU and
not be made as gifts to faculty members or their families. Except for funds
specifically appropriated for international activities (e.g., state incentive
programs, scholarships, etc.), state funds will not be used for faculty and student
travel, meals and lodging, or other incidental expenses.
(10) Financial aid must be available to students registering for out-of-state classes
on the same basis as it would be for such students seeking financial aid for on-campus
instruction. Additional student financial aid may be furnished by the
University as appropriate.
(11) Minimum class enrollments will conform to the same standards applicable
were the class to be offered on-campus.
b. Final approval based upon the submission of a total itinerary, plan of study and
copies of promotional brochures to be used. The rationale used for final approval
will consist of a written explanation of how the course will involve cultural,
intellectual, academic or natural resources not accessible in Texas or produced via
standard laboratory exercises.
2. Deadlines for approval are as follows:
a. Tentative approval
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(1) Fall semester: Prior to February 1
(2) Spring semester: Prior to June 1
(3) Summer semester: Prior to November 1
b. Final approval and submission to the Coordinating Board
(1) Fall semester: May 1
(2) Spring semester: September 1
(3) Summer semester: February 1
3. The agreement with the travel agency carrier, or vendor shall contain the following
clause specifying that transportation, lodging, and food services are the responsibility
of the carrier and not the University:
Stephen F. Austin State University and its representatives shall assist the tour
members in making arrangements for hotels, transportation, sightseeing, restaurants,
or any other services in connection with the itinerary, and the University and its
representatives shall exercise reasonable care in making such arrangements. The
University and its representatives shall not, however, assume any liability
whatsoever, for any injury, damages, loss, delay or accident to person or property due
to any act or default of any hotel, carrier, restaurant, company, or person rendering
any of the services included in the tour. The tickets, coupons, rules, tariffs, or
contracts currently in use by any carrier, hotel, restaurant, or other contractor,
rendering service, shall constitute the sole contract between such contractor and the
tour member. Further, (Tour Agent) and Stephen F. Austin State University accept no
responsibility for any damage or delay due to sickness, pilferage, labor dispute,
machinery breakdown, quarantine, government restrictions, weather, or any cause
beyond their personal control. The right is reserved to cancel or change itineraries, or
substitute services without notice and to decline to accept or retain any tour member
at any time. Additional expenses, if any, shall be borne by the participants. The
airlines concerned and their agents or affiliates, are not to be held responsible for any
act, omission, or event during the time passengers are not on board the aircraft. The
passenger ticket in use by said airline shall constitute, when issued, the sole contract
between the airline and the purchaser of these tickets and/or for the passenger. Air
fares are subject to change without notice. The services of any IATA carrier may be
used for these tours, and transportation within the USA may be provided by any
member carrier of the Air Traffic Conference of America. In view of the statutory or
contractual limitations which may apply to personal injury or losses or damages to
property, the purchase of accident and baggage insurance is strongly recommended.
P15
4. TraThe brochure that is distributed to prospective students must contain a clause
which specifies that where there is a contract for transportation, lodging and food, the
student's contract is with the travel agency or carrier. The University is responsible
for instruction and credit only.
5. All student deposits for reservations for a course involving contract travel will be
deposited with the Division of Continuing Education or the Office of International
Studies and Programs, as appropriate. After the deadline for reservations has
passed, a check will be drawn payable to the agency or carrier, or if the course does
not make, refunds will be made to students. For those courses not using contract
travel, deposits must be made immediately on receipt to the appropriate University
account.
6. All purchases are subject to the state bid procedures. Trip directors must submit
requests for bids or justifications for contracts with specific vendors or agents.
7. The salary of the instructor will be paid in one of the following ways:
a. The instructor's regular salary will be paid from the department's budget, or
b. The instructor's salary will be paid through the College of Applied Arts and
Sciences (outof state domestic travel) or the Office of International Studies and
Programs (international travel) prorated on the basis of enrollment, not to exceed
his/her regular salary.
8. There will be no travel allowance for the instructor unless specific exception is made
by the Vice President for Academic Affairs.
Source of Authority: Texas Higher Education Coordinating Board, President, Vice
President for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: Out-of-State Travel/Study Course Request Form (available in Division of
Continuing Education); International Travel/Study Course Request Form (available in
Office of International Studies and Programs)
P16
Satisfactory Academic Progress for Financial Aid Recipients A-40
Original Implementation: September, 1985
Last Revision: April 30, 2001 January 28, 2003
Federal regulations mandate minimum standards of "satisfactory progress" for students
receiving financial assistance. These requirements apply to the student s entire academic
history, whether financial aid was received or not and to all types of aid: Grants, Loans,
and Work-Study. The standards for determining progress at the university are composed
of three separate measurements: Grade point average, Credit hour requirements, and
Maximum hours allowed. For a student to be eligible to receive federal and state student
financial assistance at SFASU, the student must maintain satisfactory progress in their
course of study. All students must be enrolled in a degree or teaching certificate program.
Newly enrolled undergraduate students must be admitted "in good standing".
NOTE: Students who are admitted to SFASU as a Non-Degree, Provisional (except
graduate students who will be given one semester to remove provisional status),
Transient, Summer Prep, Career Interest or Self-Improvement, Audit Courses, AARC
(090) tutoring, or if on academic suspension, will NOT be eligible to receive financial
aid. When the student is admitted to a degree program, Special Student status is changed,
or suspension status is removed, an eligible student may then be considered for financial
assistance.
GRADE POINT AVERAGE (GPA)
This is the qualitative measurement used for academic work at this University. For
financial aid purposes, a student must maintain a cumulative GPA of 4r& 1.6 or better as a
Freshman, 2.0 or better as a Sophomore through Senior and 3.0 or better as a graduate.
Grade point averages will be checked on an annual basis.
CREDIT HOUR REQUIREMENTS
This is the quantitative measurement of a minimum number of hours completed each year
at SFASU. A year is defined as Summer I, Summer II, Fall, and Spring sessions. In order
to receive financial assistance, freshmen must complete 60% of the hours attempted. Aall
other students must complete at least 75% of the hours attempted.
* Credit hours will be considered to be satisfactorily completed if one of the
following grades is earned: A, B, C, D, or P. Grades of F, W, WH, WF, of-WP, or QF
are not satisfactory. If a graduate student receives a WH for Thesis Research or Thesis
Writing, the hours will not be counted as hours attempted due to the length of time
needed to complete this degree requirement. However, there is a two-year limit on Thesis
Research and Thesis Writing.
* If you withdraw from the university prior to the end of the semester, receive all
F s, or receive a combination of all W s. aftd-F s, or OFs. you will be denied for future
P17
financial assistance. W s and F s will be checked after each semester. You may reapply
after Satisfactory Progress has been met.
* Financial Aid is given to students enrolled for remedial courses (098 & 099).
These courses are considered attempted hours and also count as earned hours for
financial aid satisfactory progress. A student must make a grade of A, B, C, D, or P to *
remain in compliance.
* Repeated classes are treated the same as any other class.
MAXIMUM HOURS ALLOWED
The stated maximum allowable hours at each level of study are for all students regardless
of the number of changes in major or concentration. The student s entire academic record
at SFASU (including prerequisite courses) is used to calculate the maximums. Course
work transferred to SFASU will count toward the maximum number of allowable credit
hours. Maximum hours allowed will be checked after each semester.
Enrollment Status at University Census Date
Maximum Number of Credit Hours by Degree Objective
Undergraduate
195 attempted semester hours
Post-Baccalaureate
36 attempted semester hours
Graduate: Masters
54 attempted semester hours
MFA&MBA
90 attempted semester hours
Ph.D.
96 attempted semester hours
Students who are not in compliance are not eligible for assistance until they have
made up the credit hour deficiency from the last evaluation period and/or brought
their GPA up to the qualitative standard indicated. Once the deficiency is made up,
the student should notify the Financial Aid Office.
Students who are not making satisfactory academic progress may file a written appeal to
the Financial Aid office. Appeals will then go before a committee for review and all
students will be notified of the committee s decision in writing. Appeals should include
all documentation, which supports any mitigating circumstances concerning the failure to
maintain the expected level of satisfactory progress. All decisions made by the committee
are final. Students have thirty (30) days after notification of denial of financial aid to file
an appeal with the Financial Aid office.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
P18
Contact for Revision: Director of Financial Aid; Vice President for Business Affairs
Forms: None
P19
Grade Reporting A-41
Original Implementation: January, 1983
Last Revision: January 25, 2000 28, 2003
On the first day of final examinations of each semester or summer term, the Registrar will
provide official grade report forms for each class to departmental offices. It is the
responsibility of each instructor to record the appropriate grade for each student listed on
the grade sheet by entering the grade into the electronic data base for student records.
Faculty shall complete grade entry by 12:00 noon on the third working fay the deadline
established on the university calendar following the last scheduled final examination.
The Registrar will provide access for electronic verification grade sheets for each class to
departmental offices. It is the responsibility of each instructor to verify accuracy of grade
entry and to notify the Registrar of any discrepancies. The Registrar will file the original
copy of verification grade sheets with other academic records.
Grades may be posted on bulletin boards or other designated places only with the written
permission of the student and then must be done so in a manner that an individual
student s grade can not be identified by others. Students may use a touchtone phone or
logon to the University Web Site to obtain their grades as soon as they are added to the
electronic data base.
Source of Authority: Buckley-Pell Amendment, President, Vice President for Academic
Affairs
Cross Reference: None
Contact For Revision: Vice President for Academic Affairs
Forms: None
P20
Hall 20 Guest Rooms B-ll
Original Implementation: January 21,1986
Last Revision: October 23,2001 January 23, 2003
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereafter referred to as facilities, under the
control of Stephen F. Austin State University. That policy provides that the University
may establish additional procedures for the reservation and use of specific facilities;
therefore, the following provisions apply to Hall 20 Guest Rooms.
Three guestrooms are available in Hall 20 for use by individuals who are engaged in
University-related business/activities, which require overnight lodging, or individuals
who are invited to the University by the President as official guests. Requests from
University departments for use of these rooms for their guests will be
approved/disapproved according to the two criteria listed below.
1. The guest must be one for whom the University, the sponsoring department in
particular, would pay lodging expenses if the guestrooms did not exist. University
departments requesting use of the rooms should do so only when lodging is a normal,
reimbursable travel expense to the visitor. "Free lodging" should not be offered to
individuals who are providing a service/performance for the University for a specified fee
when travel expenses, in addition to the fee, were not a part of the contract or agreement.
2. The length of stay should not exceed three consecutive nights.
The guest rooms are located on the ground floor of Hall 20. Furnishings are hotel/motel
style; available rooms have either a king bed or twin beds. Guests have access to ice and
vending machines. Reserved parking is available in the small lot adjacent to Hall 20.
University staff provides daily custodial service.
Decisions regarding eligibility for use of these accommodations and reservations for the
guest rooms are made by the Housing Department, extension 6302. Details and
responsibilities of the University department reserving guest rooms are given below.
1. The following information should be provided in a memo to the Housing
Department, from the originating department when calling to make a room reservation:
name of University guest;
date and time of arrival and departure; dates of stay;
name of University sponsor and the department responsible for the guest; (see 2
below);
purpose of visit, i.e., job interview, performance, etc;
P21
copy of the contract between the University and the visitor name of the
department who will be financially responsible for damages and/or lost keys.
2. Each guest must have a University sponsor who serves as the contact person
regarding any change in arrival/departure or special needs. The sponsor is responsible for
communicating such information to the Housing Department, and for the pick-up and
return of room keys and the parking permit to the Housing Department. The sponsoring
department will be responsible for the replacement cost of keys that are not returned to
the Housing Department.
3. Guests may check into Hall 20 after 3 p.m. and check out time is 1 p.m.
Source of Authority: Director of Housing
Cross Reference: None
Contact for Reference: Housing Department Administrative Assistant
Forms: None
P22
Departmental Accounting Responsibilities C-l 1
Original Implementation: September 1, 1987
Last Revision: August 1, 2(
It is the responsibility of each department head to exercise budgetary control over and
account for the funds and property of his/her department. For that reason all accounts are
assigned to an Account Manager. It is the responsibility of each Account Manager to
maintain records ofe^ sales and other revenues, expenditures and encumbrances,
including salaries and wages, and other charges which support and supplement the
Controller's Office's records. It is the Account Manager s responsibility to ensure that
each account under his/her control does not exceed budget limitations. In accounts where
both revenues and expenditures are projected (i.e. Designated Fund, Restricted Fund and
Plant Fund accounts), if actual revenues do not meet budgeted revenues, it is the Account
Manager s responsibility to reduce expenditures accordingly.
Complete and accurate records of financial transactions are to be maintained by the
Controller's Office and made available to Account Managers who are responsible for
comparing their records with those of the Controller's Office and reporting any
differences promptly to the Controller's Office. The original approved budgets and all
authorized budget revisions are maintained by the Director of Financial Services. Budget
revisions under the Account Manager s control can be initiated with the Budget Change
and Additional Appropriation Form.
Each Account Manager may designate one or more additional individuals in the
department to approve vouchers, requisitions, and similar documents in his/her absence.
The Purchasing Department, the Controller's Office, Printing Services and the U.C.
Bookstore must be informed of these designations which shall be periodically reviewed
and updated.
SOURCE OF AUTHORITY: Vice President for Business Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Vice President for Business Affairs
FORMS: Budget Change and Additional Appropriation Form (available from University
Printing Services and at http://www.uis.SFASU.EDU/sfa forms/budget chg.htmlx.)
P23
Food Purchases C-13
Original Implementation: April 13,1988
Last Revision: Januarv 25. 2000 I
I
With the exception of food supplies purchased for travel, educational research or
laboratory purposes, the only funds which may be expended for food and/or beverage
shall be from Auxiliary, Designated, or Restricted Accounts.
1.Expenditure of these funds for such purposes must serve a legitimate public purpose
or must furthers the educational function of the University.
2. Restricted funds may be used when the restrictions of the account include an
authorization to purchase these items.
The Purchase Requisition/Payment Voucher must indicate the time and place of the
function and must identify the direct beneficiaries of the function. The Purchase
Requisition/Payment Voucher attd must be approved by appropriate administrative
personnel. Purchase of alcoholic beverages must be approved in advance by the
appropriate vice president. The following statement must be typed on the Purchase
Requisition/Payment Voucher and must be certified as true and correct by the account
manager.
"I hereby certify under penalty of law that the expenditure of funds for the
purchase of food and beverage is necessary for the completion of the functions of
this department, qualifies as a legitimate public purpose, or that the educational
function of the University is well served thereby."
State funds and funds under the control of the Intercollegiate Athletic Office may not be
used to purchase alcoholic beverages.
An itemized receipt from the restaurant must be forwarded to the Accounts Payable
Department before payment can be made to a vendor or to an individual seeking
reimbursement Credit card receipts without an itemized receipt from the restaurant
or vendor will not be reimbursed.
Source of Authority: Board of Regents, President
Cross Reference: General Appropriations Act, 73rd Legislature
Contact for Revision: President
Forms: None
P24
Returned Checks C-35
Original Implementation: September 1, 1987
Last Revision: January 25, IQOQJanuary 28. 2003
Checks presented to the University will be verified through CheckMate, a check Chock
verification service, prior to acceptance. The University reserves the right to refuse ^4H
not accept personal checks from individuals who have a history of bad checks as recorded
by CheckMate. :
Checks returned to the University for insufficient funds, payment stopped, or account
closed will be collected by CheckMate. The Business Office shall assess a twenty dollar
($20) fee plus applicable sales tax for each such check. These checks may be collected by
CheckMate or other collection service. Applicable collection charges assessed will be
charged to the student s account. In certain instances, checks will be turned over to the
county attorney for collection.
WEBCHECK
Checks processed through WebCheck and returned to the University for insufficient
funds, payment stopped, or account closed, will be collected by the University. The
Business Office shall assess a twenty dollar (S20.00) fee for each returned check The
amount of the returned check and the twenty dollar ($20.00) fee will be charged to the
account of the individual.
When three (3) checks have been returnedto the University for insufficient funds,
payment stopped, or account closed, the University will no longer accept checks from
those individuals through WebCheck.-
Source of Authority: Federal Fair Debt Collection Practice Act, 15 U.S.C.A., sees.
1692-1692o; Texas Debt Collection Act, V.T.C.S., arts. 5069-11.01 et.seq.; President;
General Counsel; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: General Counsel, University Controller
Forms: None
P25
Budget Control C-47
Original Implementation: January 25,2000
Last Revision: NeneJanuary 28, 2003
The primary responsibility for budget control resides with each account manager.
Secondly, the department head or supervisor of each account manager is responsible for
requiring sound budget practices.
The Director of Financial Services will monitor current and plant funds accounts,
excluding restricted contract and grant funds within the current funds category. If a
department s expenditures exceed its budget, the Director of Financial Services will
notify the department to process a budget transfer, fund transfer, or expenditure transfer.
The Purchasing system provides a budget check for funds when a department submits a
requisition for a product or service. If the requisition exceeds available funds in the
account, the Director of Financial Services may authorize the expenditure, pending a
budget or funds transfer.
Source of Authority: Vice President for Business Affairs
Cross Reference: Departmental Accounting Responsibilities Policy, Index C-l 1
Contact for Revision: Director of Financial Services
Forms: None
P26
Emergency Management Plan D-l 1
Original Implementation: November, 1986
Last Revision: April 30, 2002 January 28, 2003
An Emergency Management Plan has been adopted to guide the response of appropriate
individuals to potential emergencies occurring on the campus of Stephen F. Austin State
University.
I. Authority and References
A. Authority for implementation of the Emergency Management Plan rests
with the President of Stephen F. Austin State University.
B. References
1. Article 51.210 and Article 51.203 of the Texas Penal Code.
2. The Texas Emergency Disaster Act of 1975, as amended (Article
6889-7, Vernon's Civil Statutes).
3. The Texas Emergency Management Plan, and Annex L - Texas
Department of Health.
II. Purpose
The purpose of this plan is to provide the necessary guidelines, procedures, and
instructions for implementing emergency operations at SFASU. Emergency
operations will utilize the existing University organizations, with aid as necessary
from city, state, and federal governments.
III. Scope
This plan constitutes the general guidelines for personnel of the University and for
such other departments or individuals as may come under the direction and
control of the University while engaged in activities intended to mitigate the
harmful effects of accidents or natural disasters. Further, this plan provides
guidelines for response to such occurrences.
This plan is intended to stand alone or to complement other plans and provisions
of the Texas Emergency Management Council and of local government.
Provisions of this plan that are not specific to the activities of the University, have
been included for purposes of clarity and their presence here is not intended to
supersede or abrogate the provisions of the Texas Emergency Disaster Act of
1975.
P27
IV. Situations and Assumptions
A. Situations
The University is an autonomous community of approximately 13,000
people surrounded by a city of approximately the same size 30,000. The
I University is responsible for providing law enforcement and internal
distribution of utility services to the University community on a day-to-day
basis.
B. Assumptions
1. The University is more knowledgeable about its facilities than are
other agencies.
2. In the event of a disaster, the University may be dependent upon its
own personnel and resources in the interval prior to the arrival of
help from the usual sources.
3. In the event that the University is not affected by the primary
disaster, its personnel and resources may be available to
supplement and support local services.
V. Direction and Control
A. Routine organization (See University organizational chart.)
B. The organization of the Emergency Operation Center (EOC) will vary
from the routine structure as follows:
1. The location of the primary EOC will be designated by the Director
of the EOC upon activation of this plan after consideration of the
nature of the emergency.
2. The secondary EOC may be in the University Police Department.
3. The EOC Director will be designated by the President of the
University and he, or his designee, must be present in the EOC as
long as the plan is activated. He will serve as the official source of
information to the University response personnel and will represent
the University in the coordination of activities with other agencies.
To aid the EOC Director, representatives of those who are assigned
responsibilities in Section VI will be present in the EOC, as needed,
to record and document incoming information and to dispatch
information to the appropriate personnel. The EOC staff will
coordinate requests for service and assignment of resources.
P28
C. Warning and Notification
This plan will be implemented by the President of the University when
information is received from a credible source concerning a potential .or
actual disaster that requires a positive response by the University. In the
absence of the President, the provisions of the President's Line of
Succession", in section VII of this policy will determine the line of
authority applicable to the implementation of this plan. Information
received shall be verified and evaluated to determine the response required
and the division having responsibility for such action. The individual who
evaluates the information must have a thorough understanding of the
capabilities and responsibilities of each department of the University. An
up-to-date listing of persons to be notified during duty hours, after duty
hours, weekends and holidays shall be available to the University Police
Department dispatcher. The prioritized list of individuals to be called will
consist of a name and at least two alternate names along with office and
home phone numbers. Changes in the list shall be submitted to the Chief of
the University Police Department (UPD). The notification procedure is as
follows:
1. The UPD will maintain the callout list and make the initial
notification.
2. The UPD will initially dispatch personnel as necessary until the
EOC is established, then control will shift to the Director of the
EOC who is responsible for emergency management.
3. Major problems will be reported to the EOC.
D. Public Information
All public information shall be provided by or coordinated with the
Director of Public Information. The designation of a single University
spokesperson provides a single point of contact for persons seeking
information and provides a single point through which information is
released.
VI. Assignment of Responsibilities
A. University President
The President or his designee is the Director of the Emergency Operation
Center and shall be responsible for delegating duties to the other staff
members as the emergency situation dictates.
P29
B. University Police Chief
The Police Chief is responsible for furnishing and directing the manpower
necessary to maintain security in the affected areas. He will maintain
traffic control, preserve law and order, direct search and rescue operations,
and provide communication between the scene of the emergency and the
EOC.
C. Director of the Physical Plant
The Director of the Physical Plant is responsible for coordinating requests
for supplies and personnel and for making deliveries to the emergency
area. He will discontinue and restore utility services as conditions dictate,
clear debris, and restore buildings to functional use, when it is determined
that the buildings are safe.
D. Director of Auxiliary Services
The Director of Auxiliary Services is responsible for providing meals for
students and other University personnel as conditions dictate and will
coordinate the use of the University Center facilities as directed by the
President or his designee.
E. Director of the University Health Clinic
The Director of the University Health Clinic is responsible for determining
the medical needs, arranging for emergency medical supplies, and the
establishment of First Aid Stations in or near the affected area, but clear of
immediate danger.
F. Director of University Public Information
The Director of Public Information is responsible for the timely and
accurate dissemination of information to the news media. He will establish
an emergency telephone information center to inform students' parents as
necessary, and arrange for photographers to document the disaster.
G. Director of Safety University Safety Officer
The Director of Safety University Safety Officer is responsible for
providing the Director of the EOC with specific information about
facilities and existing conditions relating to the emergency. He will work
with the city fire department and University police when evacuation is
warranted. He will assure facilities and buildings are safe before they are
restored to service or occupied.
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H. Director of Hazardous Materials Control and Radiological Safety
Hazardous Materials Officer
The Director of Hazardous Materials Control is responsible for monitoring
of radiation sources, providing the Director of the EOC with information
about locations of hazardous and toxic materials on campus, and to serve
as consultant to the Director of the EOC. The Radiation Safety Officer will
monitor radiation sources and report to the Hazardous Materials Officer.
I. Director of Housing
The Director of Housing will be responsible for the relocation and housing
of students.
VII. Line of Succession
To insure continuity of University activities during threatened or actual
emergencies, the following line of succession for EOC command is established as
follows:
Vice President for Business Affairs;
Vice President for Academic Affairs;
Vice President for University Affairs;
Vice President for University Advancement.
A list of the Line of Succession for the other positions on the EOC staff will be
provided by the appropriate directors and be appended to the emergency callout
list.
VIII. Support
Request for assistance, including activation of the Texas National Guard or other
military assistance, will be made by calling the State Disaster District
Headquarters located at the Department of Public Safety Disaster District
Headquarters, Region Sub 2B office in Lufkin, telephone (936) 634-5553. In the
event that the State Disaster District Headquarters cannot be reached, the request
for assistance can be made to the local Department of Public Safety Supervisor,
telephone (936) 560-6528.
IX. Outdoor Warning Siren
A. Locations
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1. Sunset Cemetery on North Street
2. Fire Station 1 on North Street
3. Baseball Park on Old Tyler Road
4. Durst Street @ Reedy Street
5. Fire Station 3 on Old Lufkin Road
6. Temple Park on Martin Luther King
7. Center Highway @ East Oak Lane
8. Stephen F. Austin Maintenance Facility
9. Fire Station 4 @ Nacogdoches High School
10. Power Street Pump Station
A. Sirens tested 1 st Monday of the month at noon.
B. Sirens sounded if the city is to be impacted by:
1. A Severe Thunderstorm and warning by National Weather Service
is placed.
2. A Tornado Warning is issued by National Weather System and the
City is in its path.
3. A flooding situation and the Emergency Management Team feel
that a warning should be issued.
4. A hazardous materials event has placed a section of the community
in danger.
A. Procedure
1. Take shelter inside unless Authorities are directing action.
2. Channel 14 and local radio stations will broadcast information.
X. Emergency Action
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The various types of disasters, related terms, and an outline of general actions are
defined for each threat. Each stage of a potential disaster is assigned a condition
status number as follows:
A. Condition 4 will refer to normal operating conditions when daily work
routine is not interrupted by disaster or impending emergency situations.
No action is necessary.
B. Condition 3 will refer to a severe weather watch established by the U.S.
Weather Service. Such a watch may be issued for any of the following
conditions:
1. Tornado Watch: Conditions are favorable for tornado formation.
The attion is to maintain daily routine, notify the appropriate
department heads of conditions, and be ready to respond to a
warning.
2. Severe Thunderstorm Watch: Atmospheric conditions exist such
that severe thunderstorms may develop. The action is to maintain
daily routine, notify the appropriate department heads of
conditions, and be ready to respond to a warning.
3. Flood Watch: Conditions are favorable for rising waters. The action
is to maintain daily routine, notify the appropriate department heads
of conditions, and notify Physical Plant.
C. Condition 2 will refer to severe weather warnings as issued by the U. S.
Weather Service and relayed by local radio and TV stations. Such
warnings may be issued for any of the following conditions:
1. Tornado Warning: A tornado has been sighted or seen on radar.
The action is to notify EOC personnel and place them on alert
status. Maintain the daily "routine and notify the appropriate
departments to take such action as is required.
2. Severe Thunderstorm Warnings: Severe thunderstorms have been
sighted visually or on radar. The action is to maintain the daily
routine and notify the appropriate departments to take such action
as is required.
3. Flood Warning: Conditions are such that waters may exceed a safe
control level. The action is to maintain the daily routine and notify
the appropriate departments to barricade areas of possible flooding.
D. Condition 1 indicates any of the following conditions:
P33
1. a tornado strikes
2. flash flooding
3. a major accident or a disaster, man made or natural, occurs without
warning
4. a major fire
5. an explosion
6. an electrical blackout
The EOC is activated and all department heads are notified. The EOC members
will report to the center. All other department heads will follow their standard
operating procedures. It is imperative that all actions taken or anticipated by any
department be coordinated with the EOC.
XI. The post-disaster actions will consist of the following:
A. Check and/or re-establish communications.
B. Maintain law and order.
C. Perform fire protection and rescue operations.
D. Set up triage stations if necessary and assure acceptable health conditions.
E. Assess extent of damage.
F. Perform emergency clean-up and debris removal.
G. Request outside assistance as required.
H. Establish controls on critical resources and direct their distribution when
necessary.
1. Designate restricted areas as necessary.
J. Furnish regular status reports to the State Department of Public Safety
Disaster District Headquarters, Region Sub 2B in Lufkin, telephone (936)
634-5553, as appropriate.
K. Keep the public informed of conditions. Utilize photographers to
document extent of disaster.
P34
L. Insure orderly operations of shelters, provide welfare necessities to the
extent possible, and direct all shelter operations.
M. Conduct radiological monitoring and notify "Chemtrec" (1-800-424-9300)
if a hazardous material disaster occurs.
N. Examine the disaster area for life safety hazards and assure that
precautions are taken to protect personnel until normal operations are
established.
XII. Chemical Spills and Emergencies
Chemical Spill Plan will comply with the requirements of 29 CFR 1910.120.
Basic emergency equipment and supplies to absorb and neutralize materials will
be readily available.
A. Material Safety Data Sheets will be available on each chemical
B. Small non-toxic spills
1. Identify ch emical
2. Neutralize if necessary
3. Solids will be swept into a container that will not react for storage
by individuals familiar with properties of chemical.
4. Liquids will be absorbed by a material for chemical clean-up and
stored by individuals familiar with properties of chemical.
5. Proper disposal
C. Hazardous Spills
1. Area will be evacuated and monitored
2. Identify'chemical
3. Neutralize if possible
4: Contact "Chemtrec" (1-800-424-9300)
5. Contact Emergency Response Team
<5. Proper disposal by contracted company
P35
XHtA7//. Implementation
Source Of Authority: Texas Government Code sec. 418.001 et seq.; Texas Education
Code sec. 51.201 et seq.; The Texas Emergency Management Plan, Annex L - Texas
Department of Health; President
Cross Reference: Employee Safety Manual
Contact For Revision: Safety Director University Safety Officer
Forms: None
P36
Health & Safety D-17
Original Implementation: February 11, 1977
Last Revision : April 30, 2002 Januaty 28, 2003
I. PURPOSE
This document will establish for Stephen F. Austin State University the policy for
the protection of the University's human and material resources and the
maintenance of a safe and healthful environment complementary to the
University's needs and the accomplishment of its goals.
II. SCOPE
The intention of this policy statement is to create among all members of the
University community an awareness of and a commitment to an effective safety
program. The primary concern of this program will be the safety and well-being
of the students, faculty, staff and visitors. The program will be promoted through
training, identification of hazards, and initiation of loss-control measures aimed at
the overall reduction of accidents and risk.
III. COMMITTEE
Responsibility and coordination of various aspects of the University's safety
program is vested in the University Environmental Safety and Health/Radiation
Committee that reports to the President of the University. The Committee will be
composed of the Radiation Safety Officer Hazardous Materials Officer, the Chief
of University Police, and other faculty and staff members appointed by the Vice
President for Business Affairs. The Director of University Health Services, the
Director of Safety University Safety Officer, the Director of Hazardous Material
Control, and the Assistant Safety Director Assistant University Safety Officer
* acting as the Workers Compensation Representative are ex officio members.
IV. COMMITTEE RESPONSBILITIES
A. Will meet quarterly or at necessary intervals.
B. Act as a clearinghouse and consultative organization for the University
safety and health problems.
C. Act as liaison between the University and the State Employees Workers
Compensation Division of the State Office of Risk Management.
D. Act as an advisory body reporting to the President on the status of the
University's safety control activities.
P37
V. The Occupational Safety and Health Program for Texas State Agencies, published
by the State Office of Risk Management, is the program document for the
University's safety program except as noted below. Responsibilities are assigned
to individuals at appropriate levels of authority and expertise as follows.
A. The responsibility for physical safety, fire protection, occupational health,
and engineering controls is assigned to the Director of Safety University
Safety Officer, who reports to the Vice President for Business Affairs. The
Director of Safety University Safety Officer will assume the duties of
Accident Prevention Coordinator. The Assistant Safety Director Assistant
University Safety Officer acting as the Workers Compensation
Representative associated with the State Employees Workers
Compensation Division of the State Office of Risk Management shall
report to the Director of Safety University Safety Officer.
B. The responsibility for radiological safety, including the purchase,
transportation, use, storage, and disposal of radioactive materials are
assigned to the Radiation Safety Officer who reports to the President of
the University Hazardous Materials Officer. The Radiation Safety Officer
will assume the responsibility for the Radioactive Materials Management
Program to assure compliance with the conditions of the
license/registrations issued by the Texas Bureau of Radiation Control,
Texas Department of Health.
C. The responsibility for control of hazardous materials, including use,
storage, and disposal of regulated hazardous materials, as well as the
responsibility for compliance with the Texas Hazard Communication Act,
is assigned to the Director of Hazardous Material Control who reports to
the President of the University.
D. The responsibility for campus security, traffic control, criminal
investigation, and civil order is assigned to the Chief of University Police
who reports to the Vice President for University Affairs.
E. The responsibility for the maintenance of the health of students and the
initial care of the faculty and staff members suffering from minor
occupational injuries or illness is assigned to the Director of University
Health Services, who reports to the Vice President for University Affairs.
VI. SUPPORT
In addition to the aforementioned and specifically-assigned responsibilities, it
shall be the general responsibility of all faculty and staff members to attempt to
recognize hazards in their areas of activity and to take positive action to reduce or
eliminate those hazards. Staff members shall be responsible for the education of
P38
their employees and students in regard to proper job procedures and recognized
hazards before making task assignments.
VII. IMPLEMENTATION
In all University activities and endeavors, safety is the first concern. The members of
the University community shall comply with all statutes, rules, regulations and codes
by which the University is bound. They shall also attempt to comply with the spirit of
any non-binding requirement which would further the University's intent to provide
and maintain a safe and healthful environment in which to work, study, and live.
Source of Authority: President
Cross Reference: None
Contact For Revision: President, University Safety Director Officer
Forms: None
P39
Illicit Drugs and Alcohol Abuse D-19
Original Implementation: September 1, 1986
Last Revision: October 31, 2000January 28. 2003
It is the declared policy of the United States Government to create a Drug-Free America
by 1995. As a part of that policy, the Drug-Free Workplace Act of 1988, P.L. 100-690,
Subtitle D was adopted. On December 12, 1989, President Bush signed.the Drug-Free
Schools and Communities Act Amendment of 1989, P.L. 101-226, which amends
provisions of the Drug-Free Schools and Communities Act of 1986 and the Higher
Education Act of 1965. University policies relating to the use of illegal drugs and
alcoholic beverages have been established by the Board of Regents of Stephen F. Austin
State University in compliance with state and federal law.
Standards of Conduct
It is the University's policy that all members of the University community and guests are
required to comply with federal state, and local laws regarding the possession,
consumption, and distribution of alcoholic beverages.
University policy prohibits all employees (full-time and part-time faculty, staff, and
students) from engaging in the unlawful manufacture, distribution, dispensation,
possession, or use of a controlled substance or alcoholic beverage in the workplace, or
reporting to work under the influence of alcoholic beverages or illegal drugs. None of the
funds appropriated to the University by the State Legislature for travel expenses may be
expended for alcoholic beverages.
University policy further stipulates, with regard to students, .that the unauthorized use of
intoxicating beverages on University controlled property or at University sponsored
activities, including, but not limited to, intercollegiate and intramural athletic events is
prohibited. Alcoholic beverages are not permitted in University residence halls. With
regard to student apartments, state law prohibits alcohol is permitted in apartments only
forjndividuals under 21 years of age^rojder from possessing or consuming alcoholic
beverages.
Alcoholic beverages will be permitted for authorized University sponsored or co-sponsored
events on University controlled property only as follows:
Lumberjack Alley tailgate events (must cease 30 minutes prior to the game):
Homer Brvce Stadium Pressbox (only if catered or sold through a licensed vendor);
University Center receptions or meals (only if catered or sold through a licensed
vendor and approved in advance by the President):
Opera House Downtown Art Gallery (only beer and wine may be served for events
approved in advance by the Dean of Fine Arts):
President's House (both interior and exterior).
P40
In all cases, possession or use of alcohol must be in full compliance with applicable state
laws including the Texas Alcoholic Beverage Code. Nothing herein shall be taken as an
assumption of risk or responsibility on the part of the Board of Regents, the University or
its employees for any injuries or damages, whatever kind, resulting from anv person's
possession or use of alcohol, whether such use is legal or illegal. The only University
funds which may be used to purchase alcohol are approved discretionary accounts.
Under no circumstances will appropriated funds, funds under the control of the Athletics
Department, or funds generated bv research grants and contracts be used to purchase
alcohol. The General Appropriations Act also limits the consumption of alcoholic
beverages bv University employees to non-dutv times, therefore, alcoholic beverages
may not be served at official functions between 8 a.m. and 5 p.m.. Monday through
Friday.
It is the policy of Stephen F. Austin State University that any unlawful manufacture,
possession or delivery of any controlled substance or illegal drug is strictly prohibited.
Moreover, it is the policy of the State of Texas and of this University that this institution
will be as free of illegal drugs as it can possibly be.
Health Risks
Alcohol Abuse.
Alcohol is a primary and continuous depressant of the central nervous system.
Impairment of judgment and of recently learned, complex and finely tuned skills begins
to occur at blood alcohol concentrations as low as 0.025 percent. These impairments are
followed by the loss of more primitive skills and functions, such as gross motor control
and orientation at concentrations in excess of 0.05 percent. Alcohol in moderate doses
impairs nearly every aspect of information processing, including the ability to abstract
and conceptualize, the ability to use large numbers of situational cues presented
simultaneously, and the cognitive ability to determine meaning from incoming
information. Alcohol consumption can therefore promote action on impulse without full
appreciation of, or concern about, the potential negative consequences of such action.
Chronic long-term effects of heavy drinking over a period of years can result in brain
damage, cancer of the mouth, esophagus or stomach, heart disease, liver damage resulting
in cirrhosis, alcoholic hepatitis, and cancer of the liver, peptic ulcer disease and possible
damage of the adrenal and pituitary glands. Prolonged, excessive drinking can shorten
life-span by 10-12 years.
Illicit Drugs.
Illicit drugs include narcotics, such as heroin or morphine; depressants, such as
barbiturates, Quaaludes, or valium; stimulants, such as cocaine or "crack"; hallucinogens,
such as PCP, LSD or mescaline; cannabis, such as marijuana or hashish; inhalants, such '
as nitrous oxide, amyl nitrite (poppers) or various hydrocarbon solvents; and designer
drugs, such as China White, methamphetamine (Ecstacy) or meperidine (Demerol).
P41
Narcotics. Narcotics initially produce a feeling of euphoria that is often followed by
drowsiness, nausea and vomiting. Tolerance may develop rapidly and dependence is
likely. The use of contaminated syringes may result in diseases such as AIDS,
endocarditis (inflammation of the lining of the heart) and hepatitis.
Depressants. The effects of depressants are in many ways similar to the effects of alcohol.
Small amounts can produce calmness and relaxed muscles, but a somewhat larger dose
can cause slurred speech, ataxia or unstable gait and altered perception. Very large doses
can cause respiratory depression, coma and death. The combination of depressants and
alcohol can multiply the effects of the drugs, thereby multiplying the risks. The use of
depressants can cause both physical and psychological dependence.
Stimulants. Cocaine stimulates the central nervous system. Its immediate effects include
dilated pupils; elevated blood pressure, heart and respiratory rate; and body temperature.
Occasional use can cause a stuffy or runny nose, while chronic use can ulcerate the
mucous membrane of the nose with long-term use eroding the nasal septum. The
injection of cocaine with unsterile equipment can cause AIDS, hepatitis and other
diseases. Preparation of freebase, which involves the use of volatile solvents, can result in
death or injury from fire or explosion. Cocaine can produce psychological and physical
dependency. In addition, tolerance develops rapidly. Crack or freebase rock is extremely
addictive. The physical effects include dilated pupils, increased pulse rate, elevated blood
pressure, insomnia, loss of appetite, tactile hallucinations, paranoia and seizures.
Overdoses occur easily.
Hallucinogens. Phencyclidine (PCP) users frequently report a sense of distance and
estrangement. Time and body movement are slowed down. Muscular coordination
worsens and senses are dulled. Speech is blocked and incoherent. Chronic PCP users
report persistent memory problems and speech difficulties. Mood disorders, such as
depression, anxiety and violent behavior, may also occur. In late stages of chronic use,
users often exhibit paranoid and violent behavior and experience hallucinations. Large
doses may produce convulsions and coma, heart failure, lung problems and/or ruptured
blood vessels in the brain. Lysergic acid (LSD), mescaline and psilocybin cause illusions
and hallucinations. The physical effects may include dilated pupils, elevated body
temperature, increased heart rate and blood pressure, loss of appetite, sleeplessness and
tremors. Sensations and feelings may change rapidly. It is common to have a bad
psychological reaction to LSD, mescaline and psilocybin. The user may experience panic,
confusion, suspicion, anxiety and loss of control. Delayed effects or flashbacks can occur'
even after use has ceased.
Inhalants. The chemicals in most inhalants are rapidly absorbed in the lungs and exert
their central nervous system effects within seconds, producing an altered mental state for
about five to fifteen minutes. Immediate effects of inhalants include nausea, sneezing,
coughing, nose bleeds, fatigue, lack of coordination and loss of appetite. Solvents and
aerosol sprays can decrease the heart and respiratory rates and impair judgment. Amyl
and butyl nitrite can cause rapid pulse, headaches and involuntary passing of urine and
feces. Inhalation of toluene as well as other hydrocarbons has been associated with
P42
kidney and liver damage, peripheral nerve problems, convulsions, encephalopathy
(organic brain damage) and other central nervous system disorders. Sudden death
associated with both glue sniffing and especially the inhalation of aerosols containing
halogenated hydrocarbons (Freon) has been reported and is thought to be secondary to
cardiac arrhythmias (abnormal electrical conduction patterns in the heart).
Marijuana. The short term effects of marijuana include distortion of time perception,
increased heart rate, dilation of blood vessels and loss of short-term memory. Also
decreased are visual perception and psychomotor skills, which have adverse effects on
driving ability. The effects of long-term use include loss of motivation, chronic
bronchitis, decreased vital lung capacity and an increased risk of lung cancer. Tolerance
and psychological dependence do develop with marijuana.
Designer Drugs. Designer drugs are synthetic chemical modifications of older drugs of
abuse that are designed and manufactured in covert laboratories and sold at great profit
for recreational use. These drugs can be several hundred to several thousand times
stronger than the drugs they are designed to imitate. Designer drugs similar to opiates
include fentanyl, demerol, and "china white." The narcotic analogs of designer drugs can
cause symptoms such as those seen in Parkinson's disease - uncontrollable tremors,
drooling, impaired speech, paralysis, and irreversible brain damage. Analogs of
amphetamines and methamphetamines cause nausea, blurred vision, chills or sweating
and faintness. Psychological effects include anxiety, depression, and paranoia.
Withdrawal problems include sweating, diarrhea, fever, insomnia, irritability, nausea and
vomiting and muscle and joint pain.
University Penalties
Students.
Any student who is determined through the regular disciplinary procedures of the
University, to have violated the policy on the use of illicit drugs will be suspended from
the University for no more than two years and no less than the remainder of the current
semester.
University sanctions imposed for alcohol possession or consumption include the
following.
First offense - The student is placed on Conduct Probation for a period of six months
and is required to attend an alcohol awareness class provided through the University's
Counseling and Career Services office.
Second offense - The student is placed on Disciplinary Probation for a period of
twelve months. This sanction may include the condition that continued participation
in campus activities will be curtailed or restricted for that same period.
Third offense - The student is suspended from the University.
P43
Employees.
Observance of the policy regarding alcoholic beverages and illegal drugs is a condition of
employment for all University employees. An employee violating this policy shall be
subject to employment discipline up to and including termination, or shall be required-to
undergo satisfactory participation in a drug abuse assistance or rehabilitation program.
Any employee directly engaged in the performance of work pursuant to the provision of a
federal grant or contract who is convicted of violating a criminal drug statute shall notify
his/her immediate supervisor of the conviction no later than five days after the
conviction. The immediate supervisor shall promptly report the conviction to the
appropriate vice president and the Director of Research Services. On behalf of the
University, the Director of Research Services shall notify the federal agency grantor or
contractor of the conviction within ten days of the University's receipt of notice from the
employee or of receipt of other actual notice.
State and Federal Penalties
Federal Law
Offense Minimum Punishment Maximum Punishment
Manufacture, distribution or dispensing drugs
(includes marijuana)
A term of imprisonment not more than 20 years,
and a minimum fine of $1,000,000
Possession of drugs (including marijuana) Civil penalty in amount not to exceed $10,000
Operation of a common carrier under the
influence of alcohol or drugs
A term of life imprisonment without release (no
eligibility for parole) and a fine not to exceed
$4,000,000 (for an individual) or $20,000,000 (if
other than an individual)
Imprisonment for not more than 20 years or not
less than 5 years, a fine of not less than $5,000
plus costs of investigation and prosecution
Imprisonment for up to 15 years and a fine not to
exceed $250,000
Texas Law
Offense Minimum Punishment Maximum Punishment
Manufacture or delivery of controlled
substances (drugs)
Possession of controlled substances
(drugs)
Delivery of marijuana
Possession of marijuana
Confinement in the Texas Department of
Criminal Justice State Jail facility for a
term of not more than 2 years or less 180
days, or confinement in a community
correctional facility for not more than I
year, and a fine not to exceed $10,000
Confinement in jail fora term of not more
than 180 days, and a fine not to exceed
$2,000
Confinement in jail for a term of not more
than 180 days, and a fine not to exceed
$2,000
Confinement in jail for a term of not more
Confinement in TDCJ for life or for a term
of not more than 99 years or less than 15
years, and a fine not to exceed $250,000
Confinement in TDCJ for life or for a term
of not more than 99 years or less than 15
years, and a fine not to exceed $250,000
Confinement in TDCJ for life or for a term
of not more than 99 years or less than 15
years, and a fine not to exceed $50,000
Confinement in jail for a term of not more
P44
Driving while intoxicated (includes
intoxication from alcohol, drugs, or both)
Public intoxication
than 180 days, and a fine not to exceed than 2 years or less than 30 days, or
$2,000 confinement in TDCJ for a term of not
more than 10 years or less than 2 years and
a fine of not more than $10,000
Confinement in jail for a term of not more Confinement in jail for a term of not more
than two years or less than 72 hours, and a than two years or less than 30 days, or
fine of not more than $2,000 confinement in TDCJ for a term of not
more than ten years or less than two years
and a fine of not more than $ 10,000
A f,ne not t0 exceed $5Oo
Purchase or consumption or_possession of Fine of r.ot more than $500
alcohol by a minor
Sale of alcohol to a minor pjne Qf nQt mQre
For a subsequent offense a fine of not less
than $250 nor more than $2000
for a subsequent offense a fine of not less
than $250 nor more than $2000 or
confinement in jail for not more than 180
days or both
Counseling, Treatment and Rehabilitation
Students.
Stephen F. Austin State University, through the Counseling and Career Services office,
provides an alcohol/drug abuse prevention program which is available to all students.
Program components include assistance in abstaining from the use of chemical
substances, early intervention when chemical abuse is detected, and referral to a campus
support system and/or a community referral for inpatient/outpatient services not available
on campus. Medical counseling and printed information on chemical dependency are
available through University Health Services, the campus student health facility. Students
may seek individual counseling or request printed information at either campus location.
Prevention/Education. The objectives of this element of the assistance program are to:
increase awareness of the students, faculty, and staff concerning the psychological and
health risks associated with chemical use; provide information to students regarding a
variety of wellness issues which promote successful college adjustment; and, orient
students, faculty and staff to the services available through the assistance program.
Presentations are available to student groups on a variety of topics including alcohol and
substance abuse, adult children of alcoholics, assertiveness skills, stress and time
management, self-esteem and related issues. A group representative should contact the
Counseling and Career Services office to schedule a presentation. The assistance program
also offers an Alcohol Awareness Workshop. The four-hour workshop, divided into two
sessions, provides basic information, tools for self-assessment, information on University
and state regulations, and an orientation to the assistance program. Students may request
to attend the workshop or be referred by the Associate Dean of Student Development.
Referral/Assessment. Any SFA student requiring information about, or assistance with, a
chemical abuse problem may be referred to the assistance program. A student may
initiate a self-referral by contacting the Counseling and Career Services office; University
faculty and staff may initiate a student referral. Participation by a student is voluntary,
except when mandated by the Associate Dean of Student Development. A staff counselor
conducts an assessment interview on the student's initial visit to Counseling and Career
Services and provides the student with details regarding confidentiality and record
P45
keeping requirements. The counselor informs the student of alternatives and makes
recommendations based on the student's needs.
Campus Support System. The assistance program serves as a link between the individual
student and support groups which are available for chemical dependency, adult children
of alcoholics and victims of sexual abuse. Support groups function under guidelines
established by Counseling and Career Services.
Community Referral. Services for chemical dependency are available in the Nacogdoches
community and include: private practitioners offering individual counseling or
intellectual/psychological assessment; self-help groups such as Alcoholics Anonymous
and Narcotics Anonymous; and, inpatient/outpatient treatment.
Employees.
University employees with supervisory responsibilities should be cognizant of employee
behavior related to unacceptable job performance which may result from drug or alcohol
abuse. Any decision to initiate employee counseling or a referral to Personnel Services
should be based on the employee's unacceptable job performance. Employee counseling,
referral and related record keeping should be conducted with the degree of care and
confidentiality appropriate to such personnel matters. Alcohol and drug abuse seminars
are among the services provided cost-free to University employees. Other services for
employees with a chemical dependency are available in the community, including private
practitioners offering individual counseling, self-help groups such as Alcoholics
Anonymous and Narcotics Anonymous, and inpatient/outpatient treatment at various
health care facilities.
It is the intent of Stephen F. Austin State University to continue to strive for a drug-free
campus and to comply with state and federal regulations regarding prevention programs
established to eliminate the illegal use of drugs and alcohol abuse. To this end, Stephen F.
Austin State University will provide annually to each student and employee a copy of this
drug and alcohol abuse prevention program. In addition, the University will conduct a
biennial review of this program implemented to provide a learning and working
environment free of drug and alcohol use. The purposes of the biennial review will be to:
1) determine the effectiveness of the program and implement needed changes; and 2)
ensure that the sanctions included in the program are consistently enforced. The
University's General Counsel will be responsible for initiating the biennial review.
Source of Authority: P.L. 100-690, sec. 5151 et seg.; P.L. 101-226, which amends
provisions of the Drug-Free Schools and Communities Act of 1986 and the Higher
Education Act of 1965; General Appropriations Act; OMB Circular A-21: Board of
Regents; President
Cross Reference: None
Contact for Revision: General Counsel
Forms: None
P46
Items Requiring Board of Regents Approval D-20.5
Original Implementation: July 5,1988
Last Revision: January 15,200228,2003
A. Items That Require Approval by the Board of Regents
1. Construction/renovation projects if the estimated cost is $50,000 or more,
including
a. Selection of an architect/engineer
b. Authority to submit the proposal to the Coordinating Board if the
estimated project cost (includes all cost) is at least $ 1,000,000 for new
construction, $2,000,000 for renovation, or as otherwise required under
law.
c. Construction contract awards
d. Change orders that would increase the cost of the project beyond the
amount of the approved budget
2. Actions relating to University employees, including
a. Appointment of full-time faculty
b. Faculty promotions
c. Awarding of faculty tenure
d. Appointment of full-time administrative/professional staff (non-classified)
excluding those requiring student status and those paid with
grant funding
e. Change of position status of full-time faculty and
administrative/professional (non-classified) staff
f. Advisement on termination of full-time faculty and
administrative/professional (non-classified) staff (Executive Session only,
does not require Board action for approval)
g. Leaves of absence for faculty and administrative/professional (non-classified)
staff for one semester (four and one-half months) or more
h. Dual employment (with state agencies) of faculty and
administrative/professional (non-classified) staff
3. Delegations of administrative authority, including
a. Authority to approve travel
b. Authority to approve purchases
4. Policy statements when the effect will be to
a. change admission, probation, or suspension regulations
P47
b. establish or alter policies, regulations, or rules relating to employment
or property rights
c. govern the activities of the entire University or a major section of the
University, such as rules for admission into teacher education or any other
major curriculum
d. change long standing and well accepted practices or patterns of
behavior
e. implement rules, regulations, or activities established by external
authorities
5. Contracts, purchases, or agreements in the amount of $50,000 or more
6. Any lease of any item (building, equipment, etc.) if the total cost of the lease is
expected to be $50,000 or more without regard to the length of the lease period
7. Purchase, sale or exchange of real property (Executive session only, does not
require Board action for approval)
8. Depository contract (presently submitted annually)
9. Food service (or similar) contracts, including changes in existing contracts
10. Contracts and agreements with support or development foundations
11. Settlements, consent decrees, authority to enter into litigation (Executive
session only, does not require Board action for approval.)
12. Establishment (or change) of mandatory fees
13. Curriculum matters, including
a. Establishment or elimination of academic programs
b. Establishment or elimination of courses
c. Major changes in programs or courses
14. Designation of a name for University buildings, facilities, streets, etc.
15. Annual holiday schedule
16. Private, governmental, or foundation grants or agreements if the purpose of
the grant, etc. is not designated ("President's Discretion" constitutes a designation)
17. Annual operating budget
18. Increases in existing budgets through a "budget adjustment" if over $50 000
except revolving funds.
19. Biennial legislative request
20. Long Range Master Plan
P48
B. Items That Do Not Require Approval bv the Board of Repents
1. Construction or renovation projects under $50,000
2. Change orders under $50,000 as long as the approved budget is not exceeded
3. Appointment, change-of-status, promotion, termination of classified employees
4. Appointment, change-of-status, termination of graduate or student assistants
5. Resignations
6. Contracts, purchases, and agreements when the amount is less than $50,000
7. Budget transfers that do not increase the Board approved budget
8. Private, governmental, and foundation grants or agreements if the purpose of
such is stipulated by the grantor, etc.
9. Materials purchased for resale in auxiliary operations and central stores
10. Materials purchased for inventory stock of the physical plant operation
11. Materials purchased for normal inventory stock from operation and
maintenance budgets previously approved by the Board
12. Maintenance and service contracts
13. Library subscription services
14. Recurring printing orders
15. Contracts and agreements for athletic events, entertainment concerts fine arts
events, and other similar activities
16. Group travel packages for resale
17. Materials or services purchased for emergencies resulting from disasters
hazards, or other exigent circumstances '
18 Other items approved by the President of the University which are not listed
in Section I of this policy.
Source of Authority: Board of Regents
Cross Reference: None
Contact for Revision: President
Forms: None
P49
Employee Conduct
Original Implementation: September 1, 1987
Last Revision: April 18, lOOOJanuary 28, 2003
Various standards of conduct have been established by the legislature that apply to
employees of Stephen F. Austin State University. These include:
1. No state officer or state employee should accept or solicit any gift, favor, or service
that might reasonably tend to influence in the discharge of official duties or when it is
known or should be known the offering is made with the intent to influence official
conduct.
2. No state officer or state employee should accept employment or engage in any
business or professional activity which might reasonably be expected to require or induce
a disclosure of confidential information acquired by reason of the official position.
3. No state officer or state employee should accept other employment or compensation
that could reasonably be expected to impair independent judgment in the performance of
official duties.
4. No state officer or state employee should make personal investments that could
reasonably be expected to create a substantial conflict between the officer s or
employee s private interest and the public interest.
5. No state officer or state employee should intentionally or knowingly solicit, accept, or
agree to accept any benefit for having exercised official powers or performed official
duties in favor of another.
Additionally, the University, its officers and employees must comply with the following
restrictions regarding political activities:
a. A state agency may not use any money under its control, including appropriated
money, to finance or otherwise support the candidacy of a person for an office in the
legislative, executive, or judicial branch of state government or of the government of the
United States. This prohibition extends to the direct or indirect employment of a person
to perform an action described by this subsection.
b) A state officer or employee may not use a state-owned or state-leased motor vehicle
for a purpose described by Subsection (a).
c) A state officer or employee may not use official authority or influence or permit the
use of a program administered by the state agency of which the person is an officer or
employee to interfere with or affect the result of an election or nomination of a candidate
or to achieve any other political purpose.
d) A state employee may not coerce, command, restrict, attempt to restrict, or prevent the
payment, loan, or contribution of any thing of value to a person or political organization
for a political purpose.
P50
e) For purposes of subsection (c), a state officer or employee does not interfere with or
affect the results of an election or nomination if the individual's conduct is permitted by a
law relating to the individual's office or employment and is not otherwise unlawful.
Source of Authority: Section 572.051, Texas Government Code; Section 556.004 Texas
Government Code; President; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: General Counsel
Forms: None
P51
Library Faculty E_31A
Original Implementation: 1970
Last Revision: January 25,2000 28, 2003
Stephen F. Austin State University seeks to maintain the strongest library faculty
possible. The University thus provides for advancement based upon the librarian's
academic credentials and experience, professional performance, contributions to the
University community and the profession of librarianship, and service to the general
community through his/her professional expertise. In order to assure that
recommendations and administrative decisions relative to the promotion of librarians are
equitable, the following principles and procedures are observed.
1. Rank
While the contributions of the University librarians are both scholarly and an important
extension of the teaching function of the University, the usual titles denoting ranks of the
eaching faculty do not best describe the responsibilities of librarians. Instead, each
hbranan has both a position title and a title of rank. The titles of rank and consist of
Librarian I, II III, IV, with Librarian IV being the highest rank. These ranks do not apply
o the three library administrative positions-Library Director, Associate Director of
Information Services, and Associate Director of Technical Services.
2. Criteria for Appointment and Promotion:
a. The minimum criterion for appointment to any rank as Librarian at the University is a
master s degree in library science from a school accredited by the American Library
Association.^(The M.L.S. or M.L.I.S. is generally considered to be the terminal degree for
practicing librarians.) e
b. Beyond adequate credentials, the following levels of performance should be present for
promotion:
(1) An individual promoted to the rank of Librarian II should have the
demonstrated capabilities to be an effective and productive librarian and a
contributing member of the academic and general communities as evidenced by
substantial job accomplishments and participation in professional library
organizations or professional service to the university or the community.
(2) An individual promoted to the rank of Librarian III should have a proven
record of effective and productive librarianship and have made numerous
professional contributions to the academic and general communities through
presentations at professional meetings, professional publications, or service to
library organizations.
P52
(3) An individual promoted to the rank of Librarian IV should be a librarian
whose contributions to the profession of librarianship are substantial and are
recognized beyond the confines of the local campus to be of high quality. The
applicant's professional contributions to the academic and general communities
should be significant as evidenced by exceptional records of accomplishment in-the
lower ranks.
c. In order to hold either of the upper two library ranks, an individual is expected to have
some previous professional experience and to have held a lower rank. Ordinarily to be
promoted to the rank of Librarian III, an individual should have held the rank of Librarian
II for at least five years. To be promoted to the rank of Librarian IV, an individual should
have held the rank of Librarian III for no fewer than three years.
dLA record of truly exceptional performance in some areas of the basic responsibilities to
librarianship, performance, and service may mitigate against slight contributions in other
areas in consideration for promotion, within the performance guidelines established for
each rank. The evidence to support promotion based upon exceptional considerations
must be unequivocal.
3. Promotion Procedures:
a. A librarian may be nominated or apply for promotion. A nomination may be initiated
by an individual librarian or the appropriate Associate Director. The applicant/nominee is
responsible for developing and submitting to the Associate Director a packet of
supporting materials a current vita, and a completed Promotion/Tenure Application form.
The packet of supporting materials should contain information sufficient to judge the
merits of the promotion application.
b. Applications/nominations are placed in a special file in the office of the Library
Director and are accessible for evaluation and recommendation by any professional
librarian. Formal comment by librarians concerning the applications/nominations must be
submitted on the Recommendations on Promotion/Tenure form.
c. Review Panel:
(1) Each application/nomination for promotion, including all supporting materials
and written signed comments from the professional librarians with regard to the
applicant/nominee's credentials and performance as a librarian will be reviewed
by a panel of not less than five librarians.
(2) The panel will consist of the non-competitive members of the Library
Academic Advisory Council, excluding ex officio members, who hold the
applicant/nominee's present rank and above.
P53
(3) In the event that the panel thus constituted is fewer than five members the
panel will select the remaining members from among the other non-competitive
librarians holding the applicant/nominee's rank or above.
(4) Applicants for the rank of Librarian IV will be reviewed by the members of -
the Library Academic Advisory Council which shall constitute the review panel/
(5) Each member of the review panel will complete the Recommendations on
Promotion/Tenure form.
d The Associate Director of the applicant/nominee's division will evaluate the packet of
materials submitted by the candidate, librarians' comments and the recommendations of
he 3T r r' S" ^thCSe materials al0n* With his/her 'ecommendaZ to the Library Director. The Recommendations on Promotion form will be used to transmit
the Associate Director's recommendation. "«»nui
ejhe Library Director will review the supporting materials prepared by each applicant
ubmittedZ8 rrentS' 'n reVieW ^ reco^ndations, and the recommendation'
submitted by the Associate Director and will recommend to the Vice President for
Academic Affairs that the applicant be promoted/not promoted, with comments
VkepTS t If fengt!; 5th6 aPPlication- The Library Director will submit to the
Vice President for Academic Affairs a summary of the recommendations of all
participants in the review process and the packet of materials prepared by each applicant.
f. The Vice President for Academic Affairs will review these materials as a basis for
making recommendations to the President of the University. The Vice President for
feSTs,^1? ?H1 SUbmUtO ^ PreSid£nt 8 recommendation to promote/not promote
£nH?H,t ^ prOmotlon> along with the P^ket of materials prepared by each
candidate and the recommendations made at each step of the review process.
ZfT ?e Vn™Tsity wil1 review *«« materials and recommendations and
S^T ?^ Plrtment 3S a b3Sis for his/her commendation to the Board
Regents that the candidate be promoted. After the decision of the Board of Regents
a Hcatf ° PP°rting materials Prepared by the candidate will be returned to the '
°f Stephen F-Austbl State
Periodic Evaluation
Each librarian cites periodically his/her accomplishments in areas such as library service
scholarship, publication, teaching, research, individual achievements, and other public or
university service. His/her accomplishments are discussed personally with him/her by the
library administration and are preserved in writing for future reference. The librarian in
turn may discuss each librarian's progress with the Vice President for Academic Affairs
P54
Compensation
Adequate and equitable career salaries, properly graduated through the academic ranks
are established and maintained to provide incentive for professional growth, to support
morale, and to recruit highly qualified personnel. The department heads are compensated
for their added responsibilities. Librarians accrue vacation and compensatory time the
same as other state employees and are free to take their vacation at any time during the
periods they are under contract subject to supervisor approval. Vacation time may be
accumulated according to the limits established for state employees. Librarians receive
the same holidays as other state employees.
Work Load
Professional librarians are appointed for twelve-month terms and receive staff vacation
time and state holidays. Tenured librarians employed as of April 21,1998, will not be
required to work twelve-month contracts.
Appeal
Should a librarian feel that the above policies and standards have not been followed in
his/her case, he/she has the right to appeal his/her case on the same basis as that
established for other members of the faculty.
Library Academic Advisory Council
A Library Academic Advisory Council functions as a committee to advise the University
Librarian on policy matters and to consider any matter it deems appropriate.
Five members, all professional librarians, with at least two years of service at Stephen F.
Austin State University, elected in September by the professional staff, comprise the
Council. Council members serve for two year staggered terms. If not elected to this
Council, the librarian who is the Faculty Senate representative is an ex officio member of
the Council. The Council elects its own chairman. Note: The change from three to two
years is recommended because prospective staff changes in the next several years may
significantly limit the number of librarians who can serve.
The Council meets at the call of the chairman and shall meet at least once in the fall and
once in the spring semesters.
University Governance
Librarians have all the voting rights granted other members of the faculty. They are
eligible for membership on the Faculty Senate and on faculty committees. These include,
but are not limited to, the Curriculum Committee, the Graduate Council, and those
P55
committees having implications for library collections and services as well as for
curriculum development.
Leaves
Librarians are eligible for faculty development leaves on the same basis of eligibility
granted other members of the faculty.
Research and Grants
Librarians are eligible for grants, fellowships, and research funds on the same basis as
other members of the faculty.
Tenure
Librarians are eligible for tenure in accordance with tenure regulations set by the
University for members of the faculty Tenure Policy E-50A. An additional criterion ft
awarding librarians tenure is satisfactory job performance. In considering job
performance, the library director may choose to review the librarian S annual evaluation
forms. The librarian may also include documentation ofj ob performance in the tenure
packet, such as part of the annual evaluations or other documentation.
Academic Freedom and Responsibility
Librarians have the protection of academic freedom and are to exercise professional
responsibility and judgment. There shall be no censorship of library resources.
Source of Authority: President
Cross Reference: Faculty Handbook
Contact for Revision: President
Forms: None
'or
P56
Nepotism
Original Implementation: Unpublished
Last Revision: January 25,2000Januaiy 28, 2003
Relatives of a person within the second degree of affinity include the spouse of the
person and the parents, children, brothers, sisters, grandchildren, nephews, nieces, uncles
aunts, and first cousins of the employee's spouse.
The relatives of a person within the third degree of consanguinity include the parents,
children, brothers and sisters, grandparents, uncles and aunts, first cousins, nephews and
nieces, grandchildren, great-grandchildren, great-grandfathers, great-

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Transcript

Stephen F. Austin
State University
Minutes of the
Board of Regents
Nacogdoches, Texas
January 28,2003
Volume 188
TABLE OF CONTENTS
Page
03-10 Approval of Minutes of October 17, 2002; November 19,2002;
December 20, 2002; and January 9, 2003 {
03-11 Personnel
A. Faculty and Staff Appointments for 2002-03 , 1
B. Changes of Status 2
C. Retirements 3
D. Voluntary Modification of Employment. 3
03-12 Academic Affairs
A. Faculty Workload Report for Fall 2002 3
B. Last Class Day Report 3
C. Approval to Offer M.Ed. Program in Educational Leadership 3
D. Approval of the Charter School Contract and Constitution 3
E. Master of Professional Accountancy 4
03-13 Financial Affairs
A. Rental Fleet Vehicle Replacements 4
B. Intranet Portal 4
C. Wireless Access - Science Research Center and Todd Beef Farm 4
D. Resolution to Review Qualified Investment Brokers and Financial
Institutions 4
E. Resolution to Acknowledge Review of Investment Policy and Strategy 4
F. Purchase of Computer Servers 4
03-14 Construction Manager for University Center Renovations/Additions:
J. E. Kingham Construction 5
03-15 Buildings and Grounds
A. Roof Replacements - Music, Griffith Fine Arts, Human Sciences
South, Norton HPE Complex, Mays Hall, and Steen Hall 5
B. Exterior Cleaning and Waterproofing - Chemistry, McGee,
McKibben, Rusk (steps) 5
C. Chilled Water Unit Replacements 5
D. Emergency Power Supply - Computer Center 5
E. Elevator upgrades - ADA, Fire Safety, Elevator Operation Codes 5
F. Public Area Renovations - McGee and McKibben Buildings 5
G. Facility Renovations - 2200 North Street 6
H. Building Upgrades and Enhancements - Griffith Fine Arts Building 6
I. Stormwater Drainage System - HPE to Starr Avenue and HPE across
Wilson Drive 6
J. Campus Lighting 6
K. Opera House (Downtown Gallery) Lease 6
L. University Center Architect 6
M. University Chapel Exploratory Committee 6
N. Equine Facility 6
03-16 Policy Revisions 7
A-04 Academic Programs and Curricula PI
A-05 Add/Drop P2
A-7 Advanced Placement P3
A-20 Graduate Assistantships P4
A-22.1 Instructor Generated Material P5
A-23 Interlibrary Loan P7
A-26 Library Lending P9
A-29 Library Public Address System P10
A-31 Meeting and Conducting Classes Pll
A-35 Library Online Search........ P12
A-36 Out of State ...'. P13
A-40 Satisfactory Academic Progress P17
A-41 Grade Reporting P20
B-ll Hall 20 Guest Rooms P21
C-11 Departmental Accounting Responsibilities P23
C-13 Food Purchases P24
C-35 Returned Checks P25
C-47 Budget Control P26
D-ll Emergency Management Plan P27
D-17 Health & Safety P37
D-19 Illicit Drugs and Alcohol Abuse P40
D-20.5 Items Requiring Board of Regents Approval P47
E-15 Employee Conduct P50
E-31A Library Faculty P52
E-33 Nepotism.. : P57
E-39 Personnel Action Request P58
E-40N Probationary Period of Employment P61
E-43.5 Risk Management P62
E-47 Sick Leave ...P68
E52N Time Sheets P70
E-63 USA Patriot Act P74
F-13 Faculty-Staff ID Cards P75
F-3 Bookstore Special Orders P76
F-4 Bookstore Textbook Orders P77
NEW E-Mail, Students Only P78
NEW Educational Assistance Plan P80
NEW Employee Training P81
MINUTES OF THE MEETING
BOARD OF REGENTS
STEPHEN F. AUSTIN STATE UNIVERSITY
NACOGDOCHES, TEXAS
JANUARY 28, 2003
The meeting was called to order at 9:07 a.m. by Chair Mike Enoch. Board members
present in Room 307: Penny Butler, Margarita de la Garza-Grahm, Kenneth James, Gary
Lopez, Susan Roberds, Lyn Stevens, Mike Wilhite, Fred Wulf.
Executive Session was announced at 9:15; returned to Open Session at 10:54.
03-10
Upon motion of Regent Wilhite, seconded by Regent Wulf, with all members voting aye,
it was ordered that the minutes of October 17, 2002; November 19, 2002; December 20,
2002; and January 9, 2003 be approved.
03-11
Upon motion of Regent Stevens, seconded by Regent Lopez, with all members voting aye, it was
ordered that the following Personnel items be approved.
A. Faculty and Staff Appointments for 2002-03
1. Human Sciences
Ms. Darla R. Daniel, Assistant Professor, Ph.D. (Texas Tech University), at a
salary of $45,000, for 100% time for nine months, effective January 1, 2003.
2. Human Services
Dr. Victor Vodounou, Assistant Professor, Ph.D. (New Mexico State University),
at a salary of $42,000, for 100% time for nine months, effective January 1, 2003.
Dr. Scott Whitney, Assistant Professor, Ed.D. (Lamar University), at a salary of
$40,000 for 100% time for nine months, effective September 1, 2002.
3. Nursing
Ms. Debbie K. Arnold, Clinical Instructor, M.S.N. (University of Texas Medical
Branch), at a salary of $40,000 for 100% time for nine months, effective January
1,2003.
Ms. Karen L. O Brien, Clinical Instructor, M.S.N. (University of Texas Medical
Branch), at a salary of $40,000 for 100% time for nine months, effective January
1,2003.
4. Secondary Education
Dr. Sheila S. Runnels, Assistant Professor, Ph.D. (University of North Texas), at a
salary of $45,000, for 100% time for nine months, effective January 1,2003.
5. Counseling & Career Services
Ms. Sheri Mullican, Associate Director for Career Services, at a salary of $42,692
for twelve months, effective January 2, 2003.
6. Student Affairs
Ms. Peggy Greer, Coordinator for the Multicultural Center, at a salary of $37,000
for twelve months, effective October 14, 2002.
Ms. Eva Pack, Assistant Coordinator for the Multicultural Center, at a salary of
$29,000 for twelve months, effective January 6, 2003.
B. Changes of Status
1. Early Childhood Laboratory
Ms. Amanda Piagari, from Substitute Teacher at an hourly salary to Pre-K I
Teacher at a salary of $23,987 for 100% for nine months, effective November 18,
2002.
2. Registrar
Ms. Melinda A. Colby, from Assistant Director and Administrative Assistant of
the Charter School at a salary of $29,658 for 100% time for twelve months, to
Associate Registrar at a salary of $37,000 for 100% time for twelve months,
effective December 9, 2002.
3. Secondary Education
Dr. Barbara Nykiel-Herbert, from Visiting Assistant Professor in English at a
salary of $34,000 for 100% time for nine months to Assistant Professor in
Secondary Education at a salary of $38,000 for 100% time for nine months,
effective January 1, 2003.
4. Social Work
Dr. Linda Morales, from Assistant Professor at a salary of $42,631 for 100% time
for nine months to Interim Associate Dean and Director of the School of Social
Work at a salary of $71,013 for 100% time for eleven months, effective October
25, 2002.
C. Retirements
1. Admissions
Ms. Nancy Dunn, Associate Director of Admissions, effective January 31, 2003.
2. Computer Science
Dr. Jarrell C. Grout, Professor, effective May 31, 2003.
3. Human Sciences
Dr. Gloria Durr, Regents Professor and Chair, effective August 31, 2003.
4. Modern Languages
Dr. Bonnie C. Todd, Professor and Chair, effective August 31, 2003.
D. Voluntary Modification of Employment
1. College of Education
Dr. Patsy Hallman, Professor and Dean, effective September 1, 2003.
2. Music
Dr. David W. Jones, Professor, effective September 1, 2003.
3. English
Dr. Leon J. Schultz, Professor, effective September 1, 2003.
03-12
Upon motion of Regent Roberds, seconded by Regent Wulf, with all members voting
aye, it was ordered that the following Academic Affairs items be approved,
A. Faculty Workload Report for Fall 2002
The faculty workload report for Fall 2002 was approved.
B. Last Class Day Report
The last Class Day Report for the Fall semester, 2001 was approved as presented.
C. Approval to Offer MLEd. Program in Educational Leadership
Secondary Education was granted approval to offer graduate courses in Educational
Leadership at Alief, Cleveland, Dayton, Fairfield, and Pinetree.
D. Approval of the Charter School Contract and Constitution
The contract to continue the Charter School at SFA was approved.
E. Master of Professional Accountancy
Approval was granted for the Department of Accounting to offer a stand-alone Master of
Professional Accountancy program.
03-13
Upon motion of Regent James, seconded by Regent Roberds with all members voting
aye, it was ordered that the following Financial Affairs items be approved.
A. Rental Fleet Vehicle Replacements
Approval was given for (1) replacement of the 15-passenger vans with 9-passenger
models at an estimated cost of $95,000 based on the state contract price, (2) replacement
of the four sedans at an estimated cost of $70,000, based on bids received 1-22-03, and
(3) replacement of the 1983 road bus at a cost of $345,000 based on bids received 1-10-
03. Pricing reflects trade-in of the road bus. Source of funds for the vans and sedans is
HEAF. Source of funds for the road bus is HEAF ($100,000) with the balance to be
financed over a period of five years, payable in sixty monthly installments of $4,623.44
from rental-fleet revenue. The President was authorized to sign the required purchase
orders and contracts to accomplish the recommended procurement.
B. Intranet Portal
It was ordered that the expenditure of $30,000 in TIF funds to complete the $66,000
upgrade of SFA> s internal campus website be approved, and that the President be
authorized to sign the required purchase order and contract.
C. Wireless Access - Science Research Center and Todd Beef Farm
It was ordered that the purchase of the wireless network solution from Wireless
Dynamics be approved at a cost not to exceed $109,600 and that the President be
authorized to sign the required contracts and purchase orders.
D. Resolution to Review Qualified Investment Brokers and Financial
Institutions
It was ordered that the Resolution Approving Financial Institutions and Brokers for
Investment Transactions be approved as presented.
E. Resolution to Acknowledge Review of Investment Policy and Strategy
It was ordered that the Resolution to Acknowledge Review of the Investment Policy and
Strategy be approved as presented.
R Purchase of Computer Servers
It was ordered that the purchase of 3 computer servers for the WebCT course
management system be approved at a cost of $84,088. The source of funds is the DI4
Discovery Grant.
03-14
Construction Manager for University Center Renovations/Additions
Upon motion of Regent Wilhite, seconded by Regent Roberds, with 5 members voting
aye and 2 members voting nay, it was ordered that J. E. Kingham Construction serve as
the Construction Manager for the University Center Renovation/Addition Project.
(Regent Wulf abstained from voting for personal reasons.)
03-15
Upon motion of Regent Wilhite, seconded by Regent Wulf with all members voting aye,
it was ordered that the following Financial Affairs items be approved
A. Roof Replacements - Music, Griffith Fine Arts, Human Sciences
South, Norton HPE Complex, Mays Hall, and Steen Hall
The University was authorized to re-roof Music, Griffith Fine Arts, Human Sciences
South, Norton HPE Complex, Mays Hall, and Steen Hall. The contractor is Sta-Dri Co.
Inc. The project cost is not to exceed $659,206 and the source of funds is HEAP balance
and budgeted auxiliary funds.
B. Exterior Cleaning and Waterproofing - Chemistry, McGee, McKibben,
Rusk (steps)
The University was authorized to clean and waterproof the Boynton Building, the
Chemistry Building, the McKibben Building, the McGee Building and to repair and
waterproof the Rusk Building front steps. The contractor is Century Waterproofing and
the project cost is not to exceed $169,685. The source of funds is HEAF balance.
C. Chilled Water Unit Replacements
The University was authorized to replace two chillers in Power Plant II at a cost not to
exceed $566,445. The Physical Plant will serve as General Contractor and the President
is authorized to sign the required contracts and purchase orders. Source of funds is
HEAF balance.
D. Emergency Power Supply - Computer Center
The University was authorized to seek bids for the emergency power supply, and for a
construction manager at risk for the project at a cost not to exceed $250,000. Funds for
the project are to be allocated from HEAF balances carried forward to FY 2003.
E. Elevator Upgrades - ADA, Fire Safety, Elevator Operation Codes
The University was authorized to contract with Thyssen/Krupp Elevator to complete code
upgrades and annual inspections under the existing contract at a cost not to exceed
$375,000 and the President was authorized to sign purchase orders and contracts
necessary to complete the work.
F. Public Area Renovations - McGee and McKibben Buildings
It was ordered that the public areas of the McGee and McKibben Buildings be renovated
at a total cost of $1,165,000 for both buildings.
G. Facility Renovations - 2200 North Street
It was ordered that the property at 2200 North Street be renovated to accommodate the
increase in nursing-programs enrollment on an interim basis, at a cost not to exceed
$150,000. The physical plant department will serve as general contractor for the project.
Source of funds is HEAF balances carried forward to FY 2003.
H. Building Upgrades and Enhancements - Griffith Fine Arts Building
It was ordered that upgrades and enhancements be made in public areas of the Griffith
Fine Arts building at a cost not to exceed $250,000.
I. Stormwater Drainage System - HPE to Starr Avenue and HPE across Wilson
Drive
The administration was authorized to install the stormwater drainage system east from
HPE to Starr Avenue and across Wilson Drive, at a cost not to exceed $650,000. The
President was authorized to sign the necessary purchase orders and contracts.
J. Campus Lighting
It was ordered that Phase II of the campus lighting project be approved to replace 150
additional fixtures meeting identical standards to those used in the Human
Services/Telecommunications building project. The physical plant department will
install the Phase II fixtures. Cost is estimated at $375,000.
K. Opera House (Downtown Gallery) Lease
The "Opera House" lease for the downtown gallery was approved for renewal and the
President was authorized to execute the contract.
L- University Center Architect
The administration was authorized to expend architectural fees on the University Center
project in excess of $50,000 and the President was authorized to sign the contract, with
total architectural costs to be based on 8 percent of the project if completed. It was
further ordered that use of proceeds from future debt issued for the project be authorized
to reimburse architectural fees for the project, and approval was given for the Resolution
Declaring Expectation to Reimburse Expenditures with Proceeds of Future Debt once the
amount and certainty of the bond issue are determined.
M. University Chapel Exploratory Committee
The President was authorized to appoint an exploratory committee to investigate the
feasibility and funding possibilities for a University Chapel.
N. Equine Facility
Authorization was given for a project to develop a design and funding proposals for an
equine facility to be located at the Todd Beef Farm. Design activity will be coordinated
by the physical plant department. Plans and funding proposals are to be brought for
consideration to the Board or designated Board committee(s) at a future date.
03-16 Policy Revisions
Upon motion of Regent Roberds, seconded by Regent James, with all members voting
aye, it was ordered that the Board of Regents adopt the policy revisions as presented.
REPORTS
A. Recruitment and Retention Report by Roger Bilow and Jerry Holbert
B. Housing Report
C. Faculty Senate Chair
1. Recent Senate Actions
a. Resolution on Departmental and College Governance
b. Faculty Mentor Program
c. Resolution on Changes to Policy A-54
2. Issues Under Consideration by the Senate
a. New Intellectual Property Right Policy
b. Developmental Classes
c. Policy Changes
d. Changes to the Senate Constitution
D. Student Government Association President
1. University Center Expansion
E. Vice Presidents for University Advancement and Alumni Affairs
1. Recognition of Mrs. Peggy Wright
2. Update on Fund Raising Efforts
3. Update on Alumni Activities
a. Nacogdoches/Lufkin Day in Austin
b. Mentor Ring Update
c. Charter Chapter Update
F. President
1. Austin Office
2. Legislative Session/Governmental Relations
3. Gubernatorial Inauguration
4. Strategic Planning Effort
5. Status of Search Processes for the Provost/Vice President for Academic
Affairs and Dean of the College of Education
6. Coordinating Board Meeting (January 30-31, 2003)
7. Meeting with UTMB Personnel (February 26, 2003)
8. Meeting with Dr. Kirk Calhoun (February 27, 2003)
9. Meeting of the Board of Regents in April
10. Answer Questions from Members of the Board of Regents
Appendix No. 1
BOARD OF REGENTS
OF
STEPHEN F.AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION APPROVING
FINANCIAL INSTITUTIONS AND BROKERS
FOR INVESTMENT TRANSACTIONS
WHEREAS, The Texas Public Funds Investment Act requires the University to submit a
resolution approving a list of qualified investment brokers to the governing body of the
institution for adoption and/or review; and
WHEREAS, the following firms are approved investment brokers:
Merril Lynch, Inc.
Neuberger Berman
Fayez Sarofim & Co.
John A. Levin & Co
Kayne Anderson Rudnick Investment Management
Lazard Asset Management
Franklin Private Client Group, Inc.
Lord, Abbett, & Co.
WHEREAS, the following firms are approved financial institutions:
Citizen's First Bank
Commercial Bank of Texas
First Bank and Trust East Texas
Bancorp South Fredonia
Region's Bank Stone Fort
Texas Bank
NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University
Board of Regents, by the issuance of this Resolution, does hereby approve the above
listed firms for investment transactions by Stephen F. Austin State University; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the
minutes of the January 28,2003 meeting of the Board.
THE BOARD OF REGENTS, STEPHEN F. AUSTIN STATE UNIVERSITY
Mike Enoch, Chair • Penny Butler, Secretary
Appendix No. 2
BOARD OF REGENTS
OF
STEPHEN F. AUSTIN STATE UNIVERSITY
Nacogdoches, Texas
RESOLUTION TO ACKNOWLEDGE
REVIEW OF INVESTMENT POLICY AND STRATEGY
WHEREAS, The Texas Public Funds Investment Act requires that each University s
investment policy and strategy must be annually reviewed by the governing board of the
institution; and
WHEREAS, the law also requires the goveming body to adopt a written instrument
stating that is has reviewed the investment policy and strategy;
NOW THEREFORE BE IT RESOLVED that the Stephen F. Austin State University
Board of Regents, by the issuance of this Resolution, does hereby approve the investment
policy and strategy as reviewed on January 28, 2003; and
BE IT FURTHER RESOLVED that a copy of this resolution be spread upon the
minutes of the January 28,2003 meeting of the Board.
Attest:
Mike Enoch, Chair Penny Butler, Secretary
Appendix No. 3
Stephen F. Austin State University
Schedule of Budget Changes
September 27, 2002 to January 6, 2002
ACTIVITY RECIPIENT INCOME SOURCE REF#
TOTAL 114,684
10
Appendix No. 4
Policies for Board Review
January 28, 2003
11
Appendix No. 4
Policies for Board Review
January 28,2003
12
Academic Programs and Curricula, Review and Approval A-4
Original Implementation: October 17, 1978
Last Revision: January 25, 2000 January 28, 2003
Each academic department must engage in continuous review of its programs and
curricula. Each department will conclude a formal review of programs and curricula
every three to five years according to a schedule proposed by the dean and department
chair and approved by the Vice President for Academic Affairs.
All new undergraduate or graduate majors, minors, concentrations, and programs, and all
changes in such programs must be approved by the dean of the appropriate college and
by the Vice President for Academic Affairs. Prior to approval the dean will secure the
recommendations of individuals or bodies as prescribed by the policies of the particular
college, and, in the case of graduate offerings, the Vice President for Academic Affairs
will secure the recommendation of the University Graduate Council.
New or altered undergraduate or graduate majors and teaching certificate endorsements
additionally require approval by the President and the Board of Regents. When required
by law or regulation, additional approval by the Texas Higher Education Coordinating
Board, the Texas Education Agency, the State Board for Educator Certification, the
Southern Association of Colleges and Schools, or other appropriate outside agencies will
be secured before proposed innovations or changes are implemented.
All new undergraduate courses or course revisions require in addition to the approval of
the appropriate college dean and the Vice President for Academic Affairs, the
recommendation of the University Curriculum Committee.r#H4-a ^411 new graduate
courses or course revisions similarly require the approval of the college dean and the
Vice President for Academic Affairs as w-ell as the recommendation of the University
Graduate Council.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: None
PI
Add/Drop A-5
Original Implementation: April 27, 1986
Last Revision: April 30, 200Uanuary 28. 2003
Students may add courses through the 2nd class day during the summer semesters and
through the 4th class day during the fall or spring semesters. Academic Department
Chairs may reconcile class schedules through the official reporting date. Students may
drop classes through five working days past mid-semester or mid-session as applicable. A
student will not be allowed to drop a course after these dates, unless he or she withdraws
from the University or can secure the dean's permission by demonstrating some
exceptional circumstance.
The following applies:
1. Through the official reporting date, withdrawals or a course dropped will not be
recorded on a student's transcript.
2. After the official reporting date through five working days past mid-term for full
semester courses or mid-session for partial semester courses, a drop, as well as a
withdrawal, will be noted as a "W" on the transcript. At that time, the student's
withdrawal will be reflected on the student information system.
3. If a student has been found guilty of cheating/plagiarism according to policy A-9.1,
Cheating and Plagiarism, the grade of "W" may be changed to "WF" at the discretion of
the faculty member involved.
4. Beginning on the sixth working day after mid-term for full semester courses or mid-session
for partial semester courses, a drop will not be permitted only with the permission
of the student's dean unless the student withdraws from all courses for the term. This
withdrawal -m&v/\\\ be noted on the transcript as a "WP" if the student is passing at the
time or a "WF" if the student is failing at the time. A withdrawal will also be noted as a
"WP" or "WF" on the transcript.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin, Schedule of Classes. Policy A-54:
Semester Grades
Contact for Revision: Registrar
Forms: None
P2
Advanced Placement A-7
Original Implementation: September 4, 1979
Last Revision: April 18, lOQOJanuary 28, 2003
Stephen F. Austin State University offers several options for students to earn college
credit through various placement programs and national examinations. Students can
receive college credit through the College Level Examination Program (CLEP),
Advanced Placement Program (AP) of the College Board International Baccalaureate
Program, and SFA departmental examinations.
The responsibility of initiating a departmental advanced placement program (system that
allows students to by-pass certain courses) or internally administered examinations rests
with the individual department. A request to offer a departmental advanced placement
program must be submitted by the department chair through the dean of the college to the
Academic Affairs Council for review and approval. Departments shall review and update
their programs as part of the university's general bulletin revision process.
Criteria governing the Advanced Placement Program of the College Board and the
College Level Examination Program and the International Baccalaureate shall be
reviewed by the academic departments with recommendations for course credit submitted
through the dean of the college to the Academic Affairs Council for review and approval.
The review of the criteria will be initiated by the Office of Admissions on a periodic basis
dependent upon the receipt of test and resource material from the College Board.
The University's General Bulletin shall communicate the current regulations governing
the Credit by Examination and Advanced Placement Program.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Student Handbook and Activities Calendar
Contact for Revision: Vice President for Academic Affairs
Forms: None
P3
Graduate Assistantships A-20
Original Implementation: Unpublished
Last Revision: January 25, 2000 28. 2003
To be eligible for a graduate assistantship, a student must have clear or provisional
admission to the graduate school and the department and be in good academic standing.
A graduate assistant may be assigned to research projects or to teaching. Graduate
assistants assigned at the 50% rate (50% = full graduate assistantship) are expected to
serve 20 clock hours or equivalent teaching assignment per week in the department to
which they are assigned. Those assigned to other percentages are expected to work a
proportionate number of clock hours. The department chair is responsible for the
selection, training, assignment of duties and supervision of the graduate assistants in
his/her department.
A graduate assistant must be enrolled for at least nine hours of graduate course work in
the fall or spring semesters and three semester hours in a summer session. Should a
graduate assistant fall below the nine or three hour minimum for a semester or summer
session, he or she will not be eligible for an assistantship the following semester.
A student must be approved for an assistantship by the Chair of the Department, the
Academic Dean, the Director of Personnel Services, the Budget Director, and the
Associate Vice President for Graduate Studies and Research. The appointment as a
graduate assistant is completed only after the candidate has attended a mandatory new
employee orientation session in the Office of Personnel Services.
Except for students in the Ed.D., Ph.D. and M.F.A. programs, a student may receive an
assistantship for no more than four long semesters.
Source of Authority: Vice President for Academic Affairs
Cross Reference: Graduate Bulletin. \vw\\\sfasiLedu/^raduate/assistantshiD2Mml
Contact for Revision: Associate Vice President for Graduate Studies and Research
Forms: Application Form for Graduate Assistantships (available from the office of the
Chair of the academic department)
P4
Instructor-Generated Materials A-22.1
Original Implementation: September, 1990
Last Revision: July 17,2001 January 28, 2003
"Instructor-generated materials" generally refers to coursepacks or other such class
materials that are intellectual property compilations and are intended for sale. They are
not merely handouts, copies, textbooks, or trade books published by a commercial or
university press. Copies of handouts distributed in class are provided to students and paid
for by course fees. Published textbooks or trade books must be sold through bookstores.
Under no circumstances, may faculty members sell instructor-generated or other
academic materials directly to students.
Instructor-generated materials must be favorably reviewed and approved by an
appropriate review committee within the faculty member s department and by the dean of
the college involved. The instructor-generated materials may then be sold through the
University bookstore or off-campus vendors.
The University and faculty member(s) will negotiate a royalty agreement in advance of
the sale of instructor-generated materials in the University bookstore to properly
compensate the faculty member(s) for their time, effort, and intellectual property, unless
it was a work made for hire. See Intellectual Property. Policy D-20. The University shall
not be responsible for royalties or other financial benefits on instructor-generated
materials sold by off-campus vendors.
The faculty member(s) shall retain the right to edit and amend their intellectual property
as necessary, subject to a department/college review, to determine whether the general
quality of scholarship renders the material suitable for sale. No departmental/college
review may infringe upon the academic freedom of the faculty member(s) who created
the instructor-generated materials.
The General Fair Use Guidelines as described in Copyrighted Works Reproduction.
Policy A-12, are applicable to instructor-generated materials. Copyright notices,
appropriate citations and attributions should be included. The faculty-staff member who
compiles the instructor-generated materials shall be responsible for complying with these
guidelines. Permission must be obtained for materials that will be repeatedly used by the
same instructor for the same class. Using a commercial copy shop does not necessarily
relieve the creator of instructor-generated materials of liability, unless the Fair Use
Guidelines are followed or the copy shop pays appropriate royalties. Campus copy
centers are not permitted to copy such materials, unless these guidelines are followed.
Source of Authority: President, Vice President for Academic Affairs
Cross Reference: Faculty Handbook, University Policies D-20, Intellectual Property
and A-12. Copyrighted Works Reproduction
P5
Contact for Revision: Vice President for Academic Affairs
Forms: None
P6
Interlibrary Loan A-23
Original Implementation: March, 1985
Last Revision: January 25,2000 January 28,2003
The Interlibrary Loan program supplements local library resources by providing access to
materials not available in the Steen library collection. The following statements regulate
interlibrary loan activities.
Eligibility for Borrowing. Interlibrary Loan service is extended to SFA faculty, staff, and
students, generally on a non-fee basis with the following provision: patrons must exhaust
the limits of the local collection before requesting interlibrary loan services.
Faculty members, including university associates, may request materials related to their
own professional scholarly research or to course-related subject matter.
Graduate and undergraduate students may request materials pertinent to graduate their
research or coursework.
Undergraduate student may request materials pertinent to their assigned coursework
under any of the following conditions:
Requested itcm(s) arc approved by tho appropriate subject librarian or reference librarian.
Instructors have provided class exemptions through the approval of an Access Services
librarian. Service is available to library users not affiliated with SFASU on a contractual
basis. The contract will be based on cost recovery with additional charges for university
overhead. Therefore, patrons not affiliated with SFASU should normally contact their
local public library for interlibrary loan requests.
Any type of library materials may be borrowed through interlibrary loan, but the
following types are usually not available: basic reference books, rare books, most
dissertations completed at U.S. universities, books owned by this library which are
temporarily in use, audiovisual materials.
Procedural Rules. Requests should be submitted on forms specified by the library either
through the Access Services Department or through the library web pages. Full
bibliographic information, including published source of reference, is necessary for each
item requested. Forms submitted without adequate information will be returned to the
person requesting the item.
All conditions of use imposed by the lending library on items borrowed are to be strictly
observed.
Borrowed materials are circulated from and returned to Access Services Department.
Photocopies received for faculty will be delivered to their University offices.
P7
Ordinarily, renewals on items borrowed should not be requested. In cases when a renewal
is requested, the request must be made not less than four days before the loan is due to be
returned.
Requests are acted on in the chronological order of receipt. However, rush requests will
be honored to the extent resources permit.
Abuse of ILL regulations by a patron may result in the forfeiture of ILL borrowing
privileges. (Examples: taking Library Use Only material out of the Library, disregarding
loan restrictions, repeated failure to return material by due date).
ILL service may be refused any patron whose Steen Library borrowing privileges are
blocked.
The right is reserved to refuse to accept or process any interlibrary loan request if it
appears fulfillment of the request would involve violation of the copyright law. Steen
Library abides by the AMIGOS and national interlibrary loan codes, and maintains such
records of interlibrary loan transactions as required by law.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Library Director
Forms: None
P8
Library Lending A-26
Original Implementation: February 11,1981
Last Revision: January 25,2000 January 28,2003
Persons who hold University identification cards or Nacogdoches Public Library cards
are eligible to borrow books from Steen Library, either directly or through a courier
service which is run once a day during the week when both libraries are open. Other
individuals who do not hold either university IDs or Nacogdoches Public Library cards
may be issued university library cards. Social security numbers or a unique identification
number must be used and an official picture identification must be furnished, e.g., driver's
license, before a library card may be issued. Loan periods vary by borrower category and
status of material borrowed and are set separately by each library. Borrowers are
responsible for all materials borrowed from either library, including the payment of
overdue fines, replacement and repair costs for lost or damaged materials. Borrowing
privileges are suspended at both libraries for overdue materials or unpaid charges at
either library.
All materials borrowed from Steen Library are subject to immediate recall when
requested by faculty for placement in the Reserve Collection or after three weeks from
checkout when requested by any patron for other reasons.
Individuals are limited to ninety-nine items on their borrowing record at any one time.
For a fee a Library Delivery Service is offered to students with a disability and students
living outside of Nacogdoches County.
Source Of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact For Revision: Library Director
Forms: None
P9
Library Public Address System
Original Implementation: September 29? 1987
Last Revision: January 25, 2000
The Library public address system is used to quickly disseminate information of
immediate interest to all people within the building.
The P. A. system is used to announce the closing of the Library, so that users may have
time to check out books before the building closes.
The P. A. is used to make emergency announcements, such as the evacuation of the
building.
Paging Requests. All requests to page must be referred to the University Police
Department. The University Police dispatcher makes the judgment if the page is for an
emergency. The University Police dispatcher phones Circulation to authorize a page. .
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Library Director
Forms: None
P10
Meeting and Conducting Classes A-31
Original Implementation: June 16, 1982
Last Revision: April 18,2000 January 25, 2003
Faculty members shall meet their assigned classes at the times and places as officially
scheduled. Courses shall be conducted in accordance with the descriptions contained in
the University s General Bulleting and Graduate Bulletin. Exceptions may be made with
appropriate administrative department chair approval.
Source of Authority: Vice President for Academic Affairs
Cross Reference: General Bulletin, Graduate Bulletin, Faulty Handbook
Contact for Revision: Vice President for Academic Affairs
Forms: None
Pll
Library Online Search Services A-35
Original Implementation: July, 1986
Last Revision: August L 2000
Steen libraiy provides access to remote database services to supplement local library
resources, particularly indices and abstracting services for advanced research. These
services arc provided through Access Services and Reference libraries.
Searches for SFASU students, faculty, and staff arc subsidized at an amount determined
by the budget, which is reviewed each fiscal year by the Head of Reference according to
available funds, changes in online search services, and evaluation of the program. The
amount set is generally enough to cover most search charges for a typical search.
Patrons not affiliated with SFASU are responsible for all charges incurred by a search, as
well as libraiy and university overhead fees. The library s charges arc intended to recover
costs of the search, including online time, citation charges, telecommunications charges,
and staff time. The university overhead fee is set by the university administration. Fee
schedules for library and university overhead are reviewed each year.
Actual costs for each search vary with the database(s) used, amount of connect time,
number of references displayed or ordered, and telecommunications charges.
All fees will be assessed and collected before search results arc released unless prior
arrangements for billing have been made and approved by the Head of Reference.
This service is provided on an appointment basis; walk in requests can only be honored
as time permits. Search services are provided Monday through Friday, from 8:00 a.m. to
5:00 p.m. Other arrangements may be made through the individual searcher. Steen
Library search staff reserve the right to refuse any search which can be researched using
locally available resources.
Source of Authority: Vice President for Academic Affairs
Cross Reference: None
Contact for Revision: Library Director
Forms: None
P12
Out-of-State Travel/Study A-36
Original Implementation: September, 1981
Last Revision: January 15,2002 Januaiy 28, 2003
Out-of-state travel courses are those courses whose fundamental content is based on the
use of natural or cultural resources found outside the state and in which a majority of
instruction is delivered out-of-state. They do not include courses delivered on campus in
which incidental travel to another state for enrichment activities occur.
Requests for courses involving out-of-state travel within the United States must be
routed, using an "Out-of-State Travel/Study Course Request Form", for approval via the
instructor's department Chair, college Dean, the Director of Continuing Education, the
Dean of Applied Arts and Sciences (who is out-of-state travel/study coordinator) and
responsible for submitting course requests to the THECB), and the Vice President for
Academic Affairs.
Requests for courses involving international travel must be routed using an
"International Travel/Study Course Request Form", for approval via the instructor \s
department Chair, college Dean, the Director of International Studies and Programs, the
Dean of Liberal Arts (who is responsible for submitting course requests to the THECB).
and the Vice President for Academic Affairs,
1. The approval process consists of two stages.
a. Tentative approval prior to formal arrangements and an agreement with a licensed
carrier or travel agency if required. Criteria for approval shall be those set by the
Texas Higher Education Coordinating Board and stated as follows:
(1) No courses which offer credit primarily for travel, recreation, or pleasure may
be authorized.
(2) No out-of-state classes may be offered to serve non-Texas residents unless they
are degree candidates at Stephen F. Austin State University, and they must be
charged the non- resident or foreign student tuition as established by law.
(3) No student may be eligible to enroll in an out-of-state class unless the student
has satisfied all University and degree program admission requirements and has
paid all appropriate fees.
(4) All courses must be in the approved course inventory and be applicable to a
program approved by the Coordinating Board.
(5) In accordance with THEB Rules: (Chapter 5, Subchapter H, and Memorandum
of Reporting Out-of-State and Out-of-Country Courses dated April 10, 2001) each
P13
public institution wishing such approval shall submit its request on an "Out-of-
State Resident Credit Course Request" form.
For each course or group of related courses, the institution must attach a statement
describing in detail how the course or group of courses will utilize academic,
cultural, or physical resources not reasonably available in Texas.
(6) The instruction in all authorized out-of-state classes must conform to all
relevant academic policies at SFASU. All courses must conform to the
University's workload and enrollment requirements, its contact hour/credit ratio,
and s imilar matters.
(7) If a course is to be taught by adjunct faculty (anyone other than regular
University faculty), a statement must be attached describing the unique
qualifications of personnel to be employed at the out-of-state site.
(8) Motivation for the offering of courses must be educational, not
entrepreneurial, and may not result in improper advantage or financial gain for
participating faculty and staff. Out-of- state classes must emphasize their
instructional nature. Any course advertised or marketed to create the impression
that it is primarily a credit-for-travel experience will be disallowed.
(9) Any free tickets for travel, accommodations, or other expenses provided by
travel agents, carriers, or hotels must take the form of payments to SFASU and
not be made as gifts to faculty members or their families. Except for funds
specifically appropriated for international activities (e.g., state incentive
programs, scholarships, etc.), state funds will not be used for faculty and student
travel, meals and lodging, or other incidental expenses.
(10) Financial aid must be available to students registering for out-of-state classes
on the same basis as it would be for such students seeking financial aid for on-campus
instruction. Additional student financial aid may be furnished by the
University as appropriate.
(11) Minimum class enrollments will conform to the same standards applicable
were the class to be offered on-campus.
b. Final approval based upon the submission of a total itinerary, plan of study and
copies of promotional brochures to be used. The rationale used for final approval
will consist of a written explanation of how the course will involve cultural,
intellectual, academic or natural resources not accessible in Texas or produced via
standard laboratory exercises.
2. Deadlines for approval are as follows:
a. Tentative approval
P14
(1) Fall semester: Prior to February 1
(2) Spring semester: Prior to June 1
(3) Summer semester: Prior to November 1
b. Final approval and submission to the Coordinating Board
(1) Fall semester: May 1
(2) Spring semester: September 1
(3) Summer semester: February 1
3. The agreement with the travel agency carrier, or vendor shall contain the following
clause specifying that transportation, lodging, and food services are the responsibility
of the carrier and not the University:
Stephen F. Austin State University and its representatives shall assist the tour
members in making arrangements for hotels, transportation, sightseeing, restaurants,
or any other services in connection with the itinerary, and the University and its
representatives shall exercise reasonable care in making such arrangements. The
University and its representatives shall not, however, assume any liability
whatsoever, for any injury, damages, loss, delay or accident to person or property due
to any act or default of any hotel, carrier, restaurant, company, or person rendering
any of the services included in the tour. The tickets, coupons, rules, tariffs, or
contracts currently in use by any carrier, hotel, restaurant, or other contractor,
rendering service, shall constitute the sole contract between such contractor and the
tour member. Further, (Tour Agent) and Stephen F. Austin State University accept no
responsibility for any damage or delay due to sickness, pilferage, labor dispute,
machinery breakdown, quarantine, government restrictions, weather, or any cause
beyond their personal control. The right is reserved to cancel or change itineraries, or
substitute services without notice and to decline to accept or retain any tour member
at any time. Additional expenses, if any, shall be borne by the participants. The
airlines concerned and their agents or affiliates, are not to be held responsible for any
act, omission, or event during the time passengers are not on board the aircraft. The
passenger ticket in use by said airline shall constitute, when issued, the sole contract
between the airline and the purchaser of these tickets and/or for the passenger. Air
fares are subject to change without notice. The services of any IATA carrier may be
used for these tours, and transportation within the USA may be provided by any
member carrier of the Air Traffic Conference of America. In view of the statutory or
contractual limitations which may apply to personal injury or losses or damages to
property, the purchase of accident and baggage insurance is strongly recommended.
P15
4. TraThe brochure that is distributed to prospective students must contain a clause
which specifies that where there is a contract for transportation, lodging and food, the
student's contract is with the travel agency or carrier. The University is responsible
for instruction and credit only.
5. All student deposits for reservations for a course involving contract travel will be
deposited with the Division of Continuing Education or the Office of International
Studies and Programs, as appropriate. After the deadline for reservations has
passed, a check will be drawn payable to the agency or carrier, or if the course does
not make, refunds will be made to students. For those courses not using contract
travel, deposits must be made immediately on receipt to the appropriate University
account.
6. All purchases are subject to the state bid procedures. Trip directors must submit
requests for bids or justifications for contracts with specific vendors or agents.
7. The salary of the instructor will be paid in one of the following ways:
a. The instructor's regular salary will be paid from the department's budget, or
b. The instructor's salary will be paid through the College of Applied Arts and
Sciences (outof state domestic travel) or the Office of International Studies and
Programs (international travel) prorated on the basis of enrollment, not to exceed
his/her regular salary.
8. There will be no travel allowance for the instructor unless specific exception is made
by the Vice President for Academic Affairs.
Source of Authority: Texas Higher Education Coordinating Board, President, Vice
President for Academic Affairs
Cross Reference: None
Contact for Revision: Vice President for Academic Affairs
Forms: Out-of-State Travel/Study Course Request Form (available in Division of
Continuing Education); International Travel/Study Course Request Form (available in
Office of International Studies and Programs)
P16
Satisfactory Academic Progress for Financial Aid Recipients A-40
Original Implementation: September, 1985
Last Revision: April 30, 2001 January 28, 2003
Federal regulations mandate minimum standards of "satisfactory progress" for students
receiving financial assistance. These requirements apply to the student s entire academic
history, whether financial aid was received or not and to all types of aid: Grants, Loans,
and Work-Study. The standards for determining progress at the university are composed
of three separate measurements: Grade point average, Credit hour requirements, and
Maximum hours allowed. For a student to be eligible to receive federal and state student
financial assistance at SFASU, the student must maintain satisfactory progress in their
course of study. All students must be enrolled in a degree or teaching certificate program.
Newly enrolled undergraduate students must be admitted "in good standing".
NOTE: Students who are admitted to SFASU as a Non-Degree, Provisional (except
graduate students who will be given one semester to remove provisional status),
Transient, Summer Prep, Career Interest or Self-Improvement, Audit Courses, AARC
(090) tutoring, or if on academic suspension, will NOT be eligible to receive financial
aid. When the student is admitted to a degree program, Special Student status is changed,
or suspension status is removed, an eligible student may then be considered for financial
assistance.
GRADE POINT AVERAGE (GPA)
This is the qualitative measurement used for academic work at this University. For
financial aid purposes, a student must maintain a cumulative GPA of 4r& 1.6 or better as a
Freshman, 2.0 or better as a Sophomore through Senior and 3.0 or better as a graduate.
Grade point averages will be checked on an annual basis.
CREDIT HOUR REQUIREMENTS
This is the quantitative measurement of a minimum number of hours completed each year
at SFASU. A year is defined as Summer I, Summer II, Fall, and Spring sessions. In order
to receive financial assistance, freshmen must complete 60% of the hours attempted. Aall
other students must complete at least 75% of the hours attempted.
* Credit hours will be considered to be satisfactorily completed if one of the
following grades is earned: A, B, C, D, or P. Grades of F, W, WH, WF, of-WP, or QF
are not satisfactory. If a graduate student receives a WH for Thesis Research or Thesis
Writing, the hours will not be counted as hours attempted due to the length of time
needed to complete this degree requirement. However, there is a two-year limit on Thesis
Research and Thesis Writing.
* If you withdraw from the university prior to the end of the semester, receive all
F s, or receive a combination of all W s. aftd-F s, or OFs. you will be denied for future
P17
financial assistance. W s and F s will be checked after each semester. You may reapply
after Satisfactory Progress has been met.
* Financial Aid is given to students enrolled for remedial courses (098 & 099).
These courses are considered attempted hours and also count as earned hours for
financial aid satisfactory progress. A student must make a grade of A, B, C, D, or P to *
remain in compliance.
* Repeated classes are treated the same as any other class.
MAXIMUM HOURS ALLOWED
The stated maximum allowable hours at each level of study are for all students regardless
of the number of changes in major or concentration. The student s entire academic record
at SFASU (including prerequisite courses) is used to calculate the maximums. Course
work transferred to SFASU will count toward the maximum number of allowable credit
hours. Maximum hours allowed will be checked after each semester.
Enrollment Status at University Census Date
Maximum Number of Credit Hours by Degree Objective
Undergraduate
195 attempted semester hours
Post-Baccalaureate
36 attempted semester hours
Graduate: Masters
54 attempted semester hours
MFA&MBA
90 attempted semester hours
Ph.D.
96 attempted semester hours
Students who are not in compliance are not eligible for assistance until they have
made up the credit hour deficiency from the last evaluation period and/or brought
their GPA up to the qualitative standard indicated. Once the deficiency is made up,
the student should notify the Financial Aid Office.
Students who are not making satisfactory academic progress may file a written appeal to
the Financial Aid office. Appeals will then go before a committee for review and all
students will be notified of the committee s decision in writing. Appeals should include
all documentation, which supports any mitigating circumstances concerning the failure to
maintain the expected level of satisfactory progress. All decisions made by the committee
are final. Students have thirty (30) days after notification of denial of financial aid to file
an appeal with the Financial Aid office.
Source of Authority: Vice President for Business Affairs
Cross Reference: None
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Contact for Revision: Director of Financial Aid; Vice President for Business Affairs
Forms: None
P19
Grade Reporting A-41
Original Implementation: January, 1983
Last Revision: January 25, 2000 28, 2003
On the first day of final examinations of each semester or summer term, the Registrar will
provide official grade report forms for each class to departmental offices. It is the
responsibility of each instructor to record the appropriate grade for each student listed on
the grade sheet by entering the grade into the electronic data base for student records.
Faculty shall complete grade entry by 12:00 noon on the third working fay the deadline
established on the university calendar following the last scheduled final examination.
The Registrar will provide access for electronic verification grade sheets for each class to
departmental offices. It is the responsibility of each instructor to verify accuracy of grade
entry and to notify the Registrar of any discrepancies. The Registrar will file the original
copy of verification grade sheets with other academic records.
Grades may be posted on bulletin boards or other designated places only with the written
permission of the student and then must be done so in a manner that an individual
student s grade can not be identified by others. Students may use a touchtone phone or
logon to the University Web Site to obtain their grades as soon as they are added to the
electronic data base.
Source of Authority: Buckley-Pell Amendment, President, Vice President for Academic
Affairs
Cross Reference: None
Contact For Revision: Vice President for Academic Affairs
Forms: None
P20
Hall 20 Guest Rooms B-ll
Original Implementation: January 21,1986
Last Revision: October 23,2001 January 23, 2003
The provisions of the policy on the Use of University Facilities govern the use of all
buildings, facilities, equipment, and grounds, hereafter referred to as facilities, under the
control of Stephen F. Austin State University. That policy provides that the University
may establish additional procedures for the reservation and use of specific facilities;
therefore, the following provisions apply to Hall 20 Guest Rooms.
Three guestrooms are available in Hall 20 for use by individuals who are engaged in
University-related business/activities, which require overnight lodging, or individuals
who are invited to the University by the President as official guests. Requests from
University departments for use of these rooms for their guests will be
approved/disapproved according to the two criteria listed below.
1. The guest must be one for whom the University, the sponsoring department in
particular, would pay lodging expenses if the guestrooms did not exist. University
departments requesting use of the rooms should do so only when lodging is a normal,
reimbursable travel expense to the visitor. "Free lodging" should not be offered to
individuals who are providing a service/performance for the University for a specified fee
when travel expenses, in addition to the fee, were not a part of the contract or agreement.
2. The length of stay should not exceed three consecutive nights.
The guest rooms are located on the ground floor of Hall 20. Furnishings are hotel/motel
style; available rooms have either a king bed or twin beds. Guests have access to ice and
vending machines. Reserved parking is available in the small lot adjacent to Hall 20.
University staff provides daily custodial service.
Decisions regarding eligibility for use of these accommodations and reservations for the
guest rooms are made by the Housing Department, extension 6302. Details and
responsibilities of the University department reserving guest rooms are given below.
1. The following information should be provided in a memo to the Housing
Department, from the originating department when calling to make a room reservation:
name of University guest;
date and time of arrival and departure; dates of stay;
name of University sponsor and the department responsible for the guest; (see 2
below);
purpose of visit, i.e., job interview, performance, etc;
P21
copy of the contract between the University and the visitor name of the
department who will be financially responsible for damages and/or lost keys.
2. Each guest must have a University sponsor who serves as the contact person
regarding any change in arrival/departure or special needs. The sponsor is responsible for
communicating such information to the Housing Department, and for the pick-up and
return of room keys and the parking permit to the Housing Department. The sponsoring
department will be responsible for the replacement cost of keys that are not returned to
the Housing Department.
3. Guests may check into Hall 20 after 3 p.m. and check out time is 1 p.m.
Source of Authority: Director of Housing
Cross Reference: None
Contact for Reference: Housing Department Administrative Assistant
Forms: None
P22
Departmental Accounting Responsibilities C-l 1
Original Implementation: September 1, 1987
Last Revision: August 1, 2(
It is the responsibility of each department head to exercise budgetary control over and
account for the funds and property of his/her department. For that reason all accounts are
assigned to an Account Manager. It is the responsibility of each Account Manager to
maintain records ofe^ sales and other revenues, expenditures and encumbrances,
including salaries and wages, and other charges which support and supplement the
Controller's Office's records. It is the Account Manager s responsibility to ensure that
each account under his/her control does not exceed budget limitations. In accounts where
both revenues and expenditures are projected (i.e. Designated Fund, Restricted Fund and
Plant Fund accounts), if actual revenues do not meet budgeted revenues, it is the Account
Manager s responsibility to reduce expenditures accordingly.
Complete and accurate records of financial transactions are to be maintained by the
Controller's Office and made available to Account Managers who are responsible for
comparing their records with those of the Controller's Office and reporting any
differences promptly to the Controller's Office. The original approved budgets and all
authorized budget revisions are maintained by the Director of Financial Services. Budget
revisions under the Account Manager s control can be initiated with the Budget Change
and Additional Appropriation Form.
Each Account Manager may designate one or more additional individuals in the
department to approve vouchers, requisitions, and similar documents in his/her absence.
The Purchasing Department, the Controller's Office, Printing Services and the U.C.
Bookstore must be informed of these designations which shall be periodically reviewed
and updated.
SOURCE OF AUTHORITY: Vice President for Business Affairs
CROSS REFERENCE: None
CONTACT FOR REVISION: Vice President for Business Affairs
FORMS: Budget Change and Additional Appropriation Form (available from University
Printing Services and at http://www.uis.SFASU.EDU/sfa forms/budget chg.htmlx.)
P23
Food Purchases C-13
Original Implementation: April 13,1988
Last Revision: Januarv 25. 2000 I
I
With the exception of food supplies purchased for travel, educational research or
laboratory purposes, the only funds which may be expended for food and/or beverage
shall be from Auxiliary, Designated, or Restricted Accounts.
1.Expenditure of these funds for such purposes must serve a legitimate public purpose
or must furthers the educational function of the University.
2. Restricted funds may be used when the restrictions of the account include an
authorization to purchase these items.
The Purchase Requisition/Payment Voucher must indicate the time and place of the
function and must identify the direct beneficiaries of the function. The Purchase
Requisition/Payment Voucher attd must be approved by appropriate administrative
personnel. Purchase of alcoholic beverages must be approved in advance by the
appropriate vice president. The following statement must be typed on the Purchase
Requisition/Payment Voucher and must be certified as true and correct by the account
manager.
"I hereby certify under penalty of law that the expenditure of funds for the
purchase of food and beverage is necessary for the completion of the functions of
this department, qualifies as a legitimate public purpose, or that the educational
function of the University is well served thereby."
State funds and funds under the control of the Intercollegiate Athletic Office may not be
used to purchase alcoholic beverages.
An itemized receipt from the restaurant must be forwarded to the Accounts Payable
Department before payment can be made to a vendor or to an individual seeking
reimbursement Credit card receipts without an itemized receipt from the restaurant
or vendor will not be reimbursed.
Source of Authority: Board of Regents, President
Cross Reference: General Appropriations Act, 73rd Legislature
Contact for Revision: President
Forms: None
P24
Returned Checks C-35
Original Implementation: September 1, 1987
Last Revision: January 25, IQOQJanuary 28. 2003
Checks presented to the University will be verified through CheckMate, a check Chock
verification service, prior to acceptance. The University reserves the right to refuse ^4H
not accept personal checks from individuals who have a history of bad checks as recorded
by CheckMate. :
Checks returned to the University for insufficient funds, payment stopped, or account
closed will be collected by CheckMate. The Business Office shall assess a twenty dollar
($20) fee plus applicable sales tax for each such check. These checks may be collected by
CheckMate or other collection service. Applicable collection charges assessed will be
charged to the student s account. In certain instances, checks will be turned over to the
county attorney for collection.
WEBCHECK
Checks processed through WebCheck and returned to the University for insufficient
funds, payment stopped, or account closed, will be collected by the University. The
Business Office shall assess a twenty dollar (S20.00) fee for each returned check The
amount of the returned check and the twenty dollar ($20.00) fee will be charged to the
account of the individual.
When three (3) checks have been returnedto the University for insufficient funds,
payment stopped, or account closed, the University will no longer accept checks from
those individuals through WebCheck.-
Source of Authority: Federal Fair Debt Collection Practice Act, 15 U.S.C.A., sees.
1692-1692o; Texas Debt Collection Act, V.T.C.S., arts. 5069-11.01 et.seq.; President;
General Counsel; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: General Counsel, University Controller
Forms: None
P25
Budget Control C-47
Original Implementation: January 25,2000
Last Revision: NeneJanuary 28, 2003
The primary responsibility for budget control resides with each account manager.
Secondly, the department head or supervisor of each account manager is responsible for
requiring sound budget practices.
The Director of Financial Services will monitor current and plant funds accounts,
excluding restricted contract and grant funds within the current funds category. If a
department s expenditures exceed its budget, the Director of Financial Services will
notify the department to process a budget transfer, fund transfer, or expenditure transfer.
The Purchasing system provides a budget check for funds when a department submits a
requisition for a product or service. If the requisition exceeds available funds in the
account, the Director of Financial Services may authorize the expenditure, pending a
budget or funds transfer.
Source of Authority: Vice President for Business Affairs
Cross Reference: Departmental Accounting Responsibilities Policy, Index C-l 1
Contact for Revision: Director of Financial Services
Forms: None
P26
Emergency Management Plan D-l 1
Original Implementation: November, 1986
Last Revision: April 30, 2002 January 28, 2003
An Emergency Management Plan has been adopted to guide the response of appropriate
individuals to potential emergencies occurring on the campus of Stephen F. Austin State
University.
I. Authority and References
A. Authority for implementation of the Emergency Management Plan rests
with the President of Stephen F. Austin State University.
B. References
1. Article 51.210 and Article 51.203 of the Texas Penal Code.
2. The Texas Emergency Disaster Act of 1975, as amended (Article
6889-7, Vernon's Civil Statutes).
3. The Texas Emergency Management Plan, and Annex L - Texas
Department of Health.
II. Purpose
The purpose of this plan is to provide the necessary guidelines, procedures, and
instructions for implementing emergency operations at SFASU. Emergency
operations will utilize the existing University organizations, with aid as necessary
from city, state, and federal governments.
III. Scope
This plan constitutes the general guidelines for personnel of the University and for
such other departments or individuals as may come under the direction and
control of the University while engaged in activities intended to mitigate the
harmful effects of accidents or natural disasters. Further, this plan provides
guidelines for response to such occurrences.
This plan is intended to stand alone or to complement other plans and provisions
of the Texas Emergency Management Council and of local government.
Provisions of this plan that are not specific to the activities of the University, have
been included for purposes of clarity and their presence here is not intended to
supersede or abrogate the provisions of the Texas Emergency Disaster Act of
1975.
P27
IV. Situations and Assumptions
A. Situations
The University is an autonomous community of approximately 13,000
people surrounded by a city of approximately the same size 30,000. The
I University is responsible for providing law enforcement and internal
distribution of utility services to the University community on a day-to-day
basis.
B. Assumptions
1. The University is more knowledgeable about its facilities than are
other agencies.
2. In the event of a disaster, the University may be dependent upon its
own personnel and resources in the interval prior to the arrival of
help from the usual sources.
3. In the event that the University is not affected by the primary
disaster, its personnel and resources may be available to
supplement and support local services.
V. Direction and Control
A. Routine organization (See University organizational chart.)
B. The organization of the Emergency Operation Center (EOC) will vary
from the routine structure as follows:
1. The location of the primary EOC will be designated by the Director
of the EOC upon activation of this plan after consideration of the
nature of the emergency.
2. The secondary EOC may be in the University Police Department.
3. The EOC Director will be designated by the President of the
University and he, or his designee, must be present in the EOC as
long as the plan is activated. He will serve as the official source of
information to the University response personnel and will represent
the University in the coordination of activities with other agencies.
To aid the EOC Director, representatives of those who are assigned
responsibilities in Section VI will be present in the EOC, as needed,
to record and document incoming information and to dispatch
information to the appropriate personnel. The EOC staff will
coordinate requests for service and assignment of resources.
P28
C. Warning and Notification
This plan will be implemented by the President of the University when
information is received from a credible source concerning a potential .or
actual disaster that requires a positive response by the University. In the
absence of the President, the provisions of the President's Line of
Succession", in section VII of this policy will determine the line of
authority applicable to the implementation of this plan. Information
received shall be verified and evaluated to determine the response required
and the division having responsibility for such action. The individual who
evaluates the information must have a thorough understanding of the
capabilities and responsibilities of each department of the University. An
up-to-date listing of persons to be notified during duty hours, after duty
hours, weekends and holidays shall be available to the University Police
Department dispatcher. The prioritized list of individuals to be called will
consist of a name and at least two alternate names along with office and
home phone numbers. Changes in the list shall be submitted to the Chief of
the University Police Department (UPD). The notification procedure is as
follows:
1. The UPD will maintain the callout list and make the initial
notification.
2. The UPD will initially dispatch personnel as necessary until the
EOC is established, then control will shift to the Director of the
EOC who is responsible for emergency management.
3. Major problems will be reported to the EOC.
D. Public Information
All public information shall be provided by or coordinated with the
Director of Public Information. The designation of a single University
spokesperson provides a single point of contact for persons seeking
information and provides a single point through which information is
released.
VI. Assignment of Responsibilities
A. University President
The President or his designee is the Director of the Emergency Operation
Center and shall be responsible for delegating duties to the other staff
members as the emergency situation dictates.
P29
B. University Police Chief
The Police Chief is responsible for furnishing and directing the manpower
necessary to maintain security in the affected areas. He will maintain
traffic control, preserve law and order, direct search and rescue operations,
and provide communication between the scene of the emergency and the
EOC.
C. Director of the Physical Plant
The Director of the Physical Plant is responsible for coordinating requests
for supplies and personnel and for making deliveries to the emergency
area. He will discontinue and restore utility services as conditions dictate,
clear debris, and restore buildings to functional use, when it is determined
that the buildings are safe.
D. Director of Auxiliary Services
The Director of Auxiliary Services is responsible for providing meals for
students and other University personnel as conditions dictate and will
coordinate the use of the University Center facilities as directed by the
President or his designee.
E. Director of the University Health Clinic
The Director of the University Health Clinic is responsible for determining
the medical needs, arranging for emergency medical supplies, and the
establishment of First Aid Stations in or near the affected area, but clear of
immediate danger.
F. Director of University Public Information
The Director of Public Information is responsible for the timely and
accurate dissemination of information to the news media. He will establish
an emergency telephone information center to inform students' parents as
necessary, and arrange for photographers to document the disaster.
G. Director of Safety University Safety Officer
The Director of Safety University Safety Officer is responsible for
providing the Director of the EOC with specific information about
facilities and existing conditions relating to the emergency. He will work
with the city fire department and University police when evacuation is
warranted. He will assure facilities and buildings are safe before they are
restored to service or occupied.
P30
H. Director of Hazardous Materials Control and Radiological Safety
Hazardous Materials Officer
The Director of Hazardous Materials Control is responsible for monitoring
of radiation sources, providing the Director of the EOC with information
about locations of hazardous and toxic materials on campus, and to serve
as consultant to the Director of the EOC. The Radiation Safety Officer will
monitor radiation sources and report to the Hazardous Materials Officer.
I. Director of Housing
The Director of Housing will be responsible for the relocation and housing
of students.
VII. Line of Succession
To insure continuity of University activities during threatened or actual
emergencies, the following line of succession for EOC command is established as
follows:
Vice President for Business Affairs;
Vice President for Academic Affairs;
Vice President for University Affairs;
Vice President for University Advancement.
A list of the Line of Succession for the other positions on the EOC staff will be
provided by the appropriate directors and be appended to the emergency callout
list.
VIII. Support
Request for assistance, including activation of the Texas National Guard or other
military assistance, will be made by calling the State Disaster District
Headquarters located at the Department of Public Safety Disaster District
Headquarters, Region Sub 2B office in Lufkin, telephone (936) 634-5553. In the
event that the State Disaster District Headquarters cannot be reached, the request
for assistance can be made to the local Department of Public Safety Supervisor,
telephone (936) 560-6528.
IX. Outdoor Warning Siren
A. Locations
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1. Sunset Cemetery on North Street
2. Fire Station 1 on North Street
3. Baseball Park on Old Tyler Road
4. Durst Street @ Reedy Street
5. Fire Station 3 on Old Lufkin Road
6. Temple Park on Martin Luther King
7. Center Highway @ East Oak Lane
8. Stephen F. Austin Maintenance Facility
9. Fire Station 4 @ Nacogdoches High School
10. Power Street Pump Station
A. Sirens tested 1 st Monday of the month at noon.
B. Sirens sounded if the city is to be impacted by:
1. A Severe Thunderstorm and warning by National Weather Service
is placed.
2. A Tornado Warning is issued by National Weather System and the
City is in its path.
3. A flooding situation and the Emergency Management Team feel
that a warning should be issued.
4. A hazardous materials event has placed a section of the community
in danger.
A. Procedure
1. Take shelter inside unless Authorities are directing action.
2. Channel 14 and local radio stations will broadcast information.
X. Emergency Action
P32
The various types of disasters, related terms, and an outline of general actions are
defined for each threat. Each stage of a potential disaster is assigned a condition
status number as follows:
A. Condition 4 will refer to normal operating conditions when daily work
routine is not interrupted by disaster or impending emergency situations.
No action is necessary.
B. Condition 3 will refer to a severe weather watch established by the U.S.
Weather Service. Such a watch may be issued for any of the following
conditions:
1. Tornado Watch: Conditions are favorable for tornado formation.
The attion is to maintain daily routine, notify the appropriate
department heads of conditions, and be ready to respond to a
warning.
2. Severe Thunderstorm Watch: Atmospheric conditions exist such
that severe thunderstorms may develop. The action is to maintain
daily routine, notify the appropriate department heads of
conditions, and be ready to respond to a warning.
3. Flood Watch: Conditions are favorable for rising waters. The action
is to maintain daily routine, notify the appropriate department heads
of conditions, and notify Physical Plant.
C. Condition 2 will refer to severe weather warnings as issued by the U. S.
Weather Service and relayed by local radio and TV stations. Such
warnings may be issued for any of the following conditions:
1. Tornado Warning: A tornado has been sighted or seen on radar.
The action is to notify EOC personnel and place them on alert
status. Maintain the daily "routine and notify the appropriate
departments to take such action as is required.
2. Severe Thunderstorm Warnings: Severe thunderstorms have been
sighted visually or on radar. The action is to maintain the daily
routine and notify the appropriate departments to take such action
as is required.
3. Flood Warning: Conditions are such that waters may exceed a safe
control level. The action is to maintain the daily routine and notify
the appropriate departments to barricade areas of possible flooding.
D. Condition 1 indicates any of the following conditions:
P33
1. a tornado strikes
2. flash flooding
3. a major accident or a disaster, man made or natural, occurs without
warning
4. a major fire
5. an explosion
6. an electrical blackout
The EOC is activated and all department heads are notified. The EOC members
will report to the center. All other department heads will follow their standard
operating procedures. It is imperative that all actions taken or anticipated by any
department be coordinated with the EOC.
XI. The post-disaster actions will consist of the following:
A. Check and/or re-establish communications.
B. Maintain law and order.
C. Perform fire protection and rescue operations.
D. Set up triage stations if necessary and assure acceptable health conditions.
E. Assess extent of damage.
F. Perform emergency clean-up and debris removal.
G. Request outside assistance as required.
H. Establish controls on critical resources and direct their distribution when
necessary.
1. Designate restricted areas as necessary.
J. Furnish regular status reports to the State Department of Public Safety
Disaster District Headquarters, Region Sub 2B in Lufkin, telephone (936)
634-5553, as appropriate.
K. Keep the public informed of conditions. Utilize photographers to
document extent of disaster.
P34
L. Insure orderly operations of shelters, provide welfare necessities to the
extent possible, and direct all shelter operations.
M. Conduct radiological monitoring and notify "Chemtrec" (1-800-424-9300)
if a hazardous material disaster occurs.
N. Examine the disaster area for life safety hazards and assure that
precautions are taken to protect personnel until normal operations are
established.
XII. Chemical Spills and Emergencies
Chemical Spill Plan will comply with the requirements of 29 CFR 1910.120.
Basic emergency equipment and supplies to absorb and neutralize materials will
be readily available.
A. Material Safety Data Sheets will be available on each chemical
B. Small non-toxic spills
1. Identify ch emical
2. Neutralize if necessary
3. Solids will be swept into a container that will not react for storage
by individuals familiar with properties of chemical.
4. Liquids will be absorbed by a material for chemical clean-up and
stored by individuals familiar with properties of chemical.
5. Proper disposal
C. Hazardous Spills
1. Area will be evacuated and monitored
2. Identify'chemical
3. Neutralize if possible
4: Contact "Chemtrec" (1-800-424-9300)
5. Contact Emergency Response Team
<5. Proper disposal by contracted company
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XHtA7//. Implementation
Source Of Authority: Texas Government Code sec. 418.001 et seq.; Texas Education
Code sec. 51.201 et seq.; The Texas Emergency Management Plan, Annex L - Texas
Department of Health; President
Cross Reference: Employee Safety Manual
Contact For Revision: Safety Director University Safety Officer
Forms: None
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Health & Safety D-17
Original Implementation: February 11, 1977
Last Revision : April 30, 2002 Januaty 28, 2003
I. PURPOSE
This document will establish for Stephen F. Austin State University the policy for
the protection of the University's human and material resources and the
maintenance of a safe and healthful environment complementary to the
University's needs and the accomplishment of its goals.
II. SCOPE
The intention of this policy statement is to create among all members of the
University community an awareness of and a commitment to an effective safety
program. The primary concern of this program will be the safety and well-being
of the students, faculty, staff and visitors. The program will be promoted through
training, identification of hazards, and initiation of loss-control measures aimed at
the overall reduction of accidents and risk.
III. COMMITTEE
Responsibility and coordination of various aspects of the University's safety
program is vested in the University Environmental Safety and Health/Radiation
Committee that reports to the President of the University. The Committee will be
composed of the Radiation Safety Officer Hazardous Materials Officer, the Chief
of University Police, and other faculty and staff members appointed by the Vice
President for Business Affairs. The Director of University Health Services, the
Director of Safety University Safety Officer, the Director of Hazardous Material
Control, and the Assistant Safety Director Assistant University Safety Officer
* acting as the Workers Compensation Representative are ex officio members.
IV. COMMITTEE RESPONSBILITIES
A. Will meet quarterly or at necessary intervals.
B. Act as a clearinghouse and consultative organization for the University
safety and health problems.
C. Act as liaison between the University and the State Employees Workers
Compensation Division of the State Office of Risk Management.
D. Act as an advisory body reporting to the President on the status of the
University's safety control activities.
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V. The Occupational Safety and Health Program for Texas State Agencies, published
by the State Office of Risk Management, is the program document for the
University's safety program except as noted below. Responsibilities are assigned
to individuals at appropriate levels of authority and expertise as follows.
A. The responsibility for physical safety, fire protection, occupational health,
and engineering controls is assigned to the Director of Safety University
Safety Officer, who reports to the Vice President for Business Affairs. The
Director of Safety University Safety Officer will assume the duties of
Accident Prevention Coordinator. The Assistant Safety Director Assistant
University Safety Officer acting as the Workers Compensation
Representative associated with the State Employees Workers
Compensation Division of the State Office of Risk Management shall
report to the Director of Safety University Safety Officer.
B. The responsibility for radiological safety, including the purchase,
transportation, use, storage, and disposal of radioactive materials are
assigned to the Radiation Safety Officer who reports to the President of
the University Hazardous Materials Officer. The Radiation Safety Officer
will assume the responsibility for the Radioactive Materials Management
Program to assure compliance with the conditions of the
license/registrations issued by the Texas Bureau of Radiation Control,
Texas Department of Health.
C. The responsibility for control of hazardous materials, including use,
storage, and disposal of regulated hazardous materials, as well as the
responsibility for compliance with the Texas Hazard Communication Act,
is assigned to the Director of Hazardous Material Control who reports to
the President of the University.
D. The responsibility for campus security, traffic control, criminal
investigation, and civil order is assigned to the Chief of University Police
who reports to the Vice President for University Affairs.
E. The responsibility for the maintenance of the health of students and the
initial care of the faculty and staff members suffering from minor
occupational injuries or illness is assigned to the Director of University
Health Services, who reports to the Vice President for University Affairs.
VI. SUPPORT
In addition to the aforementioned and specifically-assigned responsibilities, it
shall be the general responsibility of all faculty and staff members to attempt to
recognize hazards in their areas of activity and to take positive action to reduce or
eliminate those hazards. Staff members shall be responsible for the education of
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their employees and students in regard to proper job procedures and recognized
hazards before making task assignments.
VII. IMPLEMENTATION
In all University activities and endeavors, safety is the first concern. The members of
the University community shall comply with all statutes, rules, regulations and codes
by which the University is bound. They shall also attempt to comply with the spirit of
any non-binding requirement which would further the University's intent to provide
and maintain a safe and healthful environment in which to work, study, and live.
Source of Authority: President
Cross Reference: None
Contact For Revision: President, University Safety Director Officer
Forms: None
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Illicit Drugs and Alcohol Abuse D-19
Original Implementation: September 1, 1986
Last Revision: October 31, 2000January 28. 2003
It is the declared policy of the United States Government to create a Drug-Free America
by 1995. As a part of that policy, the Drug-Free Workplace Act of 1988, P.L. 100-690,
Subtitle D was adopted. On December 12, 1989, President Bush signed.the Drug-Free
Schools and Communities Act Amendment of 1989, P.L. 101-226, which amends
provisions of the Drug-Free Schools and Communities Act of 1986 and the Higher
Education Act of 1965. University policies relating to the use of illegal drugs and
alcoholic beverages have been established by the Board of Regents of Stephen F. Austin
State University in compliance with state and federal law.
Standards of Conduct
It is the University's policy that all members of the University community and guests are
required to comply with federal state, and local laws regarding the possession,
consumption, and distribution of alcoholic beverages.
University policy prohibits all employees (full-time and part-time faculty, staff, and
students) from engaging in the unlawful manufacture, distribution, dispensation,
possession, or use of a controlled substance or alcoholic beverage in the workplace, or
reporting to work under the influence of alcoholic beverages or illegal drugs. None of the
funds appropriated to the University by the State Legislature for travel expenses may be
expended for alcoholic beverages.
University policy further stipulates, with regard to students, .that the unauthorized use of
intoxicating beverages on University controlled property or at University sponsored
activities, including, but not limited to, intercollegiate and intramural athletic events is
prohibited. Alcoholic beverages are not permitted in University residence halls. With
regard to student apartments, state law prohibits alcohol is permitted in apartments only
forjndividuals under 21 years of age^rojder from possessing or consuming alcoholic
beverages.
Alcoholic beverages will be permitted for authorized University sponsored or co-sponsored
events on University controlled property only as follows:
Lumberjack Alley tailgate events (must cease 30 minutes prior to the game):
Homer Brvce Stadium Pressbox (only if catered or sold through a licensed vendor);
University Center receptions or meals (only if catered or sold through a licensed
vendor and approved in advance by the President):
Opera House Downtown Art Gallery (only beer and wine may be served for events
approved in advance by the Dean of Fine Arts):
President's House (both interior and exterior).
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In all cases, possession or use of alcohol must be in full compliance with applicable state
laws including the Texas Alcoholic Beverage Code. Nothing herein shall be taken as an
assumption of risk or responsibility on the part of the Board of Regents, the University or
its employees for any injuries or damages, whatever kind, resulting from anv person's
possession or use of alcohol, whether such use is legal or illegal. The only University
funds which may be used to purchase alcohol are approved discretionary accounts.
Under no circumstances will appropriated funds, funds under the control of the Athletics
Department, or funds generated bv research grants and contracts be used to purchase
alcohol. The General Appropriations Act also limits the consumption of alcoholic
beverages bv University employees to non-dutv times, therefore, alcoholic beverages
may not be served at official functions between 8 a.m. and 5 p.m.. Monday through
Friday.
It is the policy of Stephen F. Austin State University that any unlawful manufacture,
possession or delivery of any controlled substance or illegal drug is strictly prohibited.
Moreover, it is the policy of the State of Texas and of this University that this institution
will be as free of illegal drugs as it can possibly be.
Health Risks
Alcohol Abuse.
Alcohol is a primary and continuous depressant of the central nervous system.
Impairment of judgment and of recently learned, complex and finely tuned skills begins
to occur at blood alcohol concentrations as low as 0.025 percent. These impairments are
followed by the loss of more primitive skills and functions, such as gross motor control
and orientation at concentrations in excess of 0.05 percent. Alcohol in moderate doses
impairs nearly every aspect of information processing, including the ability to abstract
and conceptualize, the ability to use large numbers of situational cues presented
simultaneously, and the cognitive ability to determine meaning from incoming
information. Alcohol consumption can therefore promote action on impulse without full
appreciation of, or concern about, the potential negative consequences of such action.
Chronic long-term effects of heavy drinking over a period of years can result in brain
damage, cancer of the mouth, esophagus or stomach, heart disease, liver damage resulting
in cirrhosis, alcoholic hepatitis, and cancer of the liver, peptic ulcer disease and possible
damage of the adrenal and pituitary glands. Prolonged, excessive drinking can shorten
life-span by 10-12 years.
Illicit Drugs.
Illicit drugs include narcotics, such as heroin or morphine; depressants, such as
barbiturates, Quaaludes, or valium; stimulants, such as cocaine or "crack"; hallucinogens,
such as PCP, LSD or mescaline; cannabis, such as marijuana or hashish; inhalants, such '
as nitrous oxide, amyl nitrite (poppers) or various hydrocarbon solvents; and designer
drugs, such as China White, methamphetamine (Ecstacy) or meperidine (Demerol).
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Narcotics. Narcotics initially produce a feeling of euphoria that is often followed by
drowsiness, nausea and vomiting. Tolerance may develop rapidly and dependence is
likely. The use of contaminated syringes may result in diseases such as AIDS,
endocarditis (inflammation of the lining of the heart) and hepatitis.
Depressants. The effects of depressants are in many ways similar to the effects of alcohol.
Small amounts can produce calmness and relaxed muscles, but a somewhat larger dose
can cause slurred speech, ataxia or unstable gait and altered perception. Very large doses
can cause respiratory depression, coma and death. The combination of depressants and
alcohol can multiply the effects of the drugs, thereby multiplying the risks. The use of
depressants can cause both physical and psychological dependence.
Stimulants. Cocaine stimulates the central nervous system. Its immediate effects include
dilated pupils; elevated blood pressure, heart and respiratory rate; and body temperature.
Occasional use can cause a stuffy or runny nose, while chronic use can ulcerate the
mucous membrane of the nose with long-term use eroding the nasal septum. The
injection of cocaine with unsterile equipment can cause AIDS, hepatitis and other
diseases. Preparation of freebase, which involves the use of volatile solvents, can result in
death or injury from fire or explosion. Cocaine can produce psychological and physical
dependency. In addition, tolerance develops rapidly. Crack or freebase rock is extremely
addictive. The physical effects include dilated pupils, increased pulse rate, elevated blood
pressure, insomnia, loss of appetite, tactile hallucinations, paranoia and seizures.
Overdoses occur easily.
Hallucinogens. Phencyclidine (PCP) users frequently report a sense of distance and
estrangement. Time and body movement are slowed down. Muscular coordination
worsens and senses are dulled. Speech is blocked and incoherent. Chronic PCP users
report persistent memory problems and speech difficulties. Mood disorders, such as
depression, anxiety and violent behavior, may also occur. In late stages of chronic use,
users often exhibit paranoid and violent behavior and experience hallucinations. Large
doses may produce convulsions and coma, heart failure, lung problems and/or ruptured
blood vessels in the brain. Lysergic acid (LSD), mescaline and psilocybin cause illusions
and hallucinations. The physical effects may include dilated pupils, elevated body
temperature, increased heart rate and blood pressure, loss of appetite, sleeplessness and
tremors. Sensations and feelings may change rapidly. It is common to have a bad
psychological reaction to LSD, mescaline and psilocybin. The user may experience panic,
confusion, suspicion, anxiety and loss of control. Delayed effects or flashbacks can occur'
even after use has ceased.
Inhalants. The chemicals in most inhalants are rapidly absorbed in the lungs and exert
their central nervous system effects within seconds, producing an altered mental state for
about five to fifteen minutes. Immediate effects of inhalants include nausea, sneezing,
coughing, nose bleeds, fatigue, lack of coordination and loss of appetite. Solvents and
aerosol sprays can decrease the heart and respiratory rates and impair judgment. Amyl
and butyl nitrite can cause rapid pulse, headaches and involuntary passing of urine and
feces. Inhalation of toluene as well as other hydrocarbons has been associated with
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kidney and liver damage, peripheral nerve problems, convulsions, encephalopathy
(organic brain damage) and other central nervous system disorders. Sudden death
associated with both glue sniffing and especially the inhalation of aerosols containing
halogenated hydrocarbons (Freon) has been reported and is thought to be secondary to
cardiac arrhythmias (abnormal electrical conduction patterns in the heart).
Marijuana. The short term effects of marijuana include distortion of time perception,
increased heart rate, dilation of blood vessels and loss of short-term memory. Also
decreased are visual perception and psychomotor skills, which have adverse effects on
driving ability. The effects of long-term use include loss of motivation, chronic
bronchitis, decreased vital lung capacity and an increased risk of lung cancer. Tolerance
and psychological dependence do develop with marijuana.
Designer Drugs. Designer drugs are synthetic chemical modifications of older drugs of
abuse that are designed and manufactured in covert laboratories and sold at great profit
for recreational use. These drugs can be several hundred to several thousand times
stronger than the drugs they are designed to imitate. Designer drugs similar to opiates
include fentanyl, demerol, and "china white." The narcotic analogs of designer drugs can
cause symptoms such as those seen in Parkinson's disease - uncontrollable tremors,
drooling, impaired speech, paralysis, and irreversible brain damage. Analogs of
amphetamines and methamphetamines cause nausea, blurred vision, chills or sweating
and faintness. Psychological effects include anxiety, depression, and paranoia.
Withdrawal problems include sweating, diarrhea, fever, insomnia, irritability, nausea and
vomiting and muscle and joint pain.
University Penalties
Students.
Any student who is determined through the regular disciplinary procedures of the
University, to have violated the policy on the use of illicit drugs will be suspended from
the University for no more than two years and no less than the remainder of the current
semester.
University sanctions imposed for alcohol possession or consumption include the
following.
First offense - The student is placed on Conduct Probation for a period of six months
and is required to attend an alcohol awareness class provided through the University's
Counseling and Career Services office.
Second offense - The student is placed on Disciplinary Probation for a period of
twelve months. This sanction may include the condition that continued participation
in campus activities will be curtailed or restricted for that same period.
Third offense - The student is suspended from the University.
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Employees.
Observance of the policy regarding alcoholic beverages and illegal drugs is a condition of
employment for all University employees. An employee violating this policy shall be
subject to employment discipline up to and including termination, or shall be required-to
undergo satisfactory participation in a drug abuse assistance or rehabilitation program.
Any employee directly engaged in the performance of work pursuant to the provision of a
federal grant or contract who is convicted of violating a criminal drug statute shall notify
his/her immediate supervisor of the conviction no later than five days after the
conviction. The immediate supervisor shall promptly report the conviction to the
appropriate vice president and the Director of Research Services. On behalf of the
University, the Director of Research Services shall notify the federal agency grantor or
contractor of the conviction within ten days of the University's receipt of notice from the
employee or of receipt of other actual notice.
State and Federal Penalties
Federal Law
Offense Minimum Punishment Maximum Punishment
Manufacture, distribution or dispensing drugs
(includes marijuana)
A term of imprisonment not more than 20 years,
and a minimum fine of $1,000,000
Possession of drugs (including marijuana) Civil penalty in amount not to exceed $10,000
Operation of a common carrier under the
influence of alcohol or drugs
A term of life imprisonment without release (no
eligibility for parole) and a fine not to exceed
$4,000,000 (for an individual) or $20,000,000 (if
other than an individual)
Imprisonment for not more than 20 years or not
less than 5 years, a fine of not less than $5,000
plus costs of investigation and prosecution
Imprisonment for up to 15 years and a fine not to
exceed $250,000
Texas Law
Offense Minimum Punishment Maximum Punishment
Manufacture or delivery of controlled
substances (drugs)
Possession of controlled substances
(drugs)
Delivery of marijuana
Possession of marijuana
Confinement in the Texas Department of
Criminal Justice State Jail facility for a
term of not more than 2 years or less 180
days, or confinement in a community
correctional facility for not more than I
year, and a fine not to exceed $10,000
Confinement in jail fora term of not more
than 180 days, and a fine not to exceed
$2,000
Confinement in jail for a term of not more
than 180 days, and a fine not to exceed
$2,000
Confinement in jail for a term of not more
Confinement in TDCJ for life or for a term
of not more than 99 years or less than 15
years, and a fine not to exceed $250,000
Confinement in TDCJ for life or for a term
of not more than 99 years or less than 15
years, and a fine not to exceed $250,000
Confinement in TDCJ for life or for a term
of not more than 99 years or less than 15
years, and a fine not to exceed $50,000
Confinement in jail for a term of not more
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Driving while intoxicated (includes
intoxication from alcohol, drugs, or both)
Public intoxication
than 180 days, and a fine not to exceed than 2 years or less than 30 days, or
$2,000 confinement in TDCJ for a term of not
more than 10 years or less than 2 years and
a fine of not more than $10,000
Confinement in jail for a term of not more Confinement in jail for a term of not more
than two years or less than 72 hours, and a than two years or less than 30 days, or
fine of not more than $2,000 confinement in TDCJ for a term of not
more than ten years or less than two years
and a fine of not more than $ 10,000
A f,ne not t0 exceed $5Oo
Purchase or consumption or_possession of Fine of r.ot more than $500
alcohol by a minor
Sale of alcohol to a minor pjne Qf nQt mQre
For a subsequent offense a fine of not less
than $250 nor more than $2000
for a subsequent offense a fine of not less
than $250 nor more than $2000 or
confinement in jail for not more than 180
days or both
Counseling, Treatment and Rehabilitation
Students.
Stephen F. Austin State University, through the Counseling and Career Services office,
provides an alcohol/drug abuse prevention program which is available to all students.
Program components include assistance in abstaining from the use of chemical
substances, early intervention when chemical abuse is detected, and referral to a campus
support system and/or a community referral for inpatient/outpatient services not available
on campus. Medical counseling and printed information on chemical dependency are
available through University Health Services, the campus student health facility. Students
may seek individual counseling or request printed information at either campus location.
Prevention/Education. The objectives of this element of the assistance program are to:
increase awareness of the students, faculty, and staff concerning the psychological and
health risks associated with chemical use; provide information to students regarding a
variety of wellness issues which promote successful college adjustment; and, orient
students, faculty and staff to the services available through the assistance program.
Presentations are available to student groups on a variety of topics including alcohol and
substance abuse, adult children of alcoholics, assertiveness skills, stress and time
management, self-esteem and related issues. A group representative should contact the
Counseling and Career Services office to schedule a presentation. The assistance program
also offers an Alcohol Awareness Workshop. The four-hour workshop, divided into two
sessions, provides basic information, tools for self-assessment, information on University
and state regulations, and an orientation to the assistance program. Students may request
to attend the workshop or be referred by the Associate Dean of Student Development.
Referral/Assessment. Any SFA student requiring information about, or assistance with, a
chemical abuse problem may be referred to the assistance program. A student may
initiate a self-referral by contacting the Counseling and Career Services office; University
faculty and staff may initiate a student referral. Participation by a student is voluntary,
except when mandated by the Associate Dean of Student Development. A staff counselor
conducts an assessment interview on the student's initial visit to Counseling and Career
Services and provides the student with details regarding confidentiality and record
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keeping requirements. The counselor informs the student of alternatives and makes
recommendations based on the student's needs.
Campus Support System. The assistance program serves as a link between the individual
student and support groups which are available for chemical dependency, adult children
of alcoholics and victims of sexual abuse. Support groups function under guidelines
established by Counseling and Career Services.
Community Referral. Services for chemical dependency are available in the Nacogdoches
community and include: private practitioners offering individual counseling or
intellectual/psychological assessment; self-help groups such as Alcoholics Anonymous
and Narcotics Anonymous; and, inpatient/outpatient treatment.
Employees.
University employees with supervisory responsibilities should be cognizant of employee
behavior related to unacceptable job performance which may result from drug or alcohol
abuse. Any decision to initiate employee counseling or a referral to Personnel Services
should be based on the employee's unacceptable job performance. Employee counseling,
referral and related record keeping should be conducted with the degree of care and
confidentiality appropriate to such personnel matters. Alcohol and drug abuse seminars
are among the services provided cost-free to University employees. Other services for
employees with a chemical dependency are available in the community, including private
practitioners offering individual counseling, self-help groups such as Alcoholics
Anonymous and Narcotics Anonymous, and inpatient/outpatient treatment at various
health care facilities.
It is the intent of Stephen F. Austin State University to continue to strive for a drug-free
campus and to comply with state and federal regulations regarding prevention programs
established to eliminate the illegal use of drugs and alcohol abuse. To this end, Stephen F.
Austin State University will provide annually to each student and employee a copy of this
drug and alcohol abuse prevention program. In addition, the University will conduct a
biennial review of this program implemented to provide a learning and working
environment free of drug and alcohol use. The purposes of the biennial review will be to:
1) determine the effectiveness of the program and implement needed changes; and 2)
ensure that the sanctions included in the program are consistently enforced. The
University's General Counsel will be responsible for initiating the biennial review.
Source of Authority: P.L. 100-690, sec. 5151 et seg.; P.L. 101-226, which amends
provisions of the Drug-Free Schools and Communities Act of 1986 and the Higher
Education Act of 1965; General Appropriations Act; OMB Circular A-21: Board of
Regents; President
Cross Reference: None
Contact for Revision: General Counsel
Forms: None
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Items Requiring Board of Regents Approval D-20.5
Original Implementation: July 5,1988
Last Revision: January 15,200228,2003
A. Items That Require Approval by the Board of Regents
1. Construction/renovation projects if the estimated cost is $50,000 or more,
including
a. Selection of an architect/engineer
b. Authority to submit the proposal to the Coordinating Board if the
estimated project cost (includes all cost) is at least $ 1,000,000 for new
construction, $2,000,000 for renovation, or as otherwise required under
law.
c. Construction contract awards
d. Change orders that would increase the cost of the project beyond the
amount of the approved budget
2. Actions relating to University employees, including
a. Appointment of full-time faculty
b. Faculty promotions
c. Awarding of faculty tenure
d. Appointment of full-time administrative/professional staff (non-classified)
excluding those requiring student status and those paid with
grant funding
e. Change of position status of full-time faculty and
administrative/professional (non-classified) staff
f. Advisement on termination of full-time faculty and
administrative/professional (non-classified) staff (Executive Session only,
does not require Board action for approval)
g. Leaves of absence for faculty and administrative/professional (non-classified)
staff for one semester (four and one-half months) or more
h. Dual employment (with state agencies) of faculty and
administrative/professional (non-classified) staff
3. Delegations of administrative authority, including
a. Authority to approve travel
b. Authority to approve purchases
4. Policy statements when the effect will be to
a. change admission, probation, or suspension regulations
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b. establish or alter policies, regulations, or rules relating to employment
or property rights
c. govern the activities of the entire University or a major section of the
University, such as rules for admission into teacher education or any other
major curriculum
d. change long standing and well accepted practices or patterns of
behavior
e. implement rules, regulations, or activities established by external
authorities
5. Contracts, purchases, or agreements in the amount of $50,000 or more
6. Any lease of any item (building, equipment, etc.) if the total cost of the lease is
expected to be $50,000 or more without regard to the length of the lease period
7. Purchase, sale or exchange of real property (Executive session only, does not
require Board action for approval)
8. Depository contract (presently submitted annually)
9. Food service (or similar) contracts, including changes in existing contracts
10. Contracts and agreements with support or development foundations
11. Settlements, consent decrees, authority to enter into litigation (Executive
session only, does not require Board action for approval.)
12. Establishment (or change) of mandatory fees
13. Curriculum matters, including
a. Establishment or elimination of academic programs
b. Establishment or elimination of courses
c. Major changes in programs or courses
14. Designation of a name for University buildings, facilities, streets, etc.
15. Annual holiday schedule
16. Private, governmental, or foundation grants or agreements if the purpose of
the grant, etc. is not designated ("President's Discretion" constitutes a designation)
17. Annual operating budget
18. Increases in existing budgets through a "budget adjustment" if over $50 000
except revolving funds.
19. Biennial legislative request
20. Long Range Master Plan
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B. Items That Do Not Require Approval bv the Board of Repents
1. Construction or renovation projects under $50,000
2. Change orders under $50,000 as long as the approved budget is not exceeded
3. Appointment, change-of-status, promotion, termination of classified employees
4. Appointment, change-of-status, termination of graduate or student assistants
5. Resignations
6. Contracts, purchases, and agreements when the amount is less than $50,000
7. Budget transfers that do not increase the Board approved budget
8. Private, governmental, and foundation grants or agreements if the purpose of
such is stipulated by the grantor, etc.
9. Materials purchased for resale in auxiliary operations and central stores
10. Materials purchased for inventory stock of the physical plant operation
11. Materials purchased for normal inventory stock from operation and
maintenance budgets previously approved by the Board
12. Maintenance and service contracts
13. Library subscription services
14. Recurring printing orders
15. Contracts and agreements for athletic events, entertainment concerts fine arts
events, and other similar activities
16. Group travel packages for resale
17. Materials or services purchased for emergencies resulting from disasters
hazards, or other exigent circumstances '
18 Other items approved by the President of the University which are not listed
in Section I of this policy.
Source of Authority: Board of Regents
Cross Reference: None
Contact for Revision: President
Forms: None
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Employee Conduct
Original Implementation: September 1, 1987
Last Revision: April 18, lOOOJanuary 28, 2003
Various standards of conduct have been established by the legislature that apply to
employees of Stephen F. Austin State University. These include:
1. No state officer or state employee should accept or solicit any gift, favor, or service
that might reasonably tend to influence in the discharge of official duties or when it is
known or should be known the offering is made with the intent to influence official
conduct.
2. No state officer or state employee should accept employment or engage in any
business or professional activity which might reasonably be expected to require or induce
a disclosure of confidential information acquired by reason of the official position.
3. No state officer or state employee should accept other employment or compensation
that could reasonably be expected to impair independent judgment in the performance of
official duties.
4. No state officer or state employee should make personal investments that could
reasonably be expected to create a substantial conflict between the officer s or
employee s private interest and the public interest.
5. No state officer or state employee should intentionally or knowingly solicit, accept, or
agree to accept any benefit for having exercised official powers or performed official
duties in favor of another.
Additionally, the University, its officers and employees must comply with the following
restrictions regarding political activities:
a. A state agency may not use any money under its control, including appropriated
money, to finance or otherwise support the candidacy of a person for an office in the
legislative, executive, or judicial branch of state government or of the government of the
United States. This prohibition extends to the direct or indirect employment of a person
to perform an action described by this subsection.
b) A state officer or employee may not use a state-owned or state-leased motor vehicle
for a purpose described by Subsection (a).
c) A state officer or employee may not use official authority or influence or permit the
use of a program administered by the state agency of which the person is an officer or
employee to interfere with or affect the result of an election or nomination of a candidate
or to achieve any other political purpose.
d) A state employee may not coerce, command, restrict, attempt to restrict, or prevent the
payment, loan, or contribution of any thing of value to a person or political organization
for a political purpose.
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e) For purposes of subsection (c), a state officer or employee does not interfere with or
affect the results of an election or nomination if the individual's conduct is permitted by a
law relating to the individual's office or employment and is not otherwise unlawful.
Source of Authority: Section 572.051, Texas Government Code; Section 556.004 Texas
Government Code; President; Vice President for Business Affairs
Cross Reference: None
Contact for Revision: General Counsel
Forms: None
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Library Faculty E_31A
Original Implementation: 1970
Last Revision: January 25,2000 28, 2003
Stephen F. Austin State University seeks to maintain the strongest library faculty
possible. The University thus provides for advancement based upon the librarian's
academic credentials and experience, professional performance, contributions to the
University community and the profession of librarianship, and service to the general
community through his/her professional expertise. In order to assure that
recommendations and administrative decisions relative to the promotion of librarians are
equitable, the following principles and procedures are observed.
1. Rank
While the contributions of the University librarians are both scholarly and an important
extension of the teaching function of the University, the usual titles denoting ranks of the
eaching faculty do not best describe the responsibilities of librarians. Instead, each
hbranan has both a position title and a title of rank. The titles of rank and consist of
Librarian I, II III, IV, with Librarian IV being the highest rank. These ranks do not apply
o the three library administrative positions-Library Director, Associate Director of
Information Services, and Associate Director of Technical Services.
2. Criteria for Appointment and Promotion:
a. The minimum criterion for appointment to any rank as Librarian at the University is a
master s degree in library science from a school accredited by the American Library
Association.^(The M.L.S. or M.L.I.S. is generally considered to be the terminal degree for
practicing librarians.) e
b. Beyond adequate credentials, the following levels of performance should be present for
promotion:
(1) An individual promoted to the rank of Librarian II should have the
demonstrated capabilities to be an effective and productive librarian and a
contributing member of the academic and general communities as evidenced by
substantial job accomplishments and participation in professional library
organizations or professional service to the university or the community.
(2) An individual promoted to the rank of Librarian III should have a proven
record of effective and productive librarianship and have made numerous
professional contributions to the academic and general communities through
presentations at professional meetings, professional publications, or service to
library organizations.
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(3) An individual promoted to the rank of Librarian IV should be a librarian
whose contributions to the profession of librarianship are substantial and are
recognized beyond the confines of the local campus to be of high quality. The
applicant's professional contributions to the academic and general communities
should be significant as evidenced by exceptional records of accomplishment in-the
lower ranks.
c. In order to hold either of the upper two library ranks, an individual is expected to have
some previous professional experience and to have held a lower rank. Ordinarily to be
promoted to the rank of Librarian III, an individual should have held the rank of Librarian
II for at least five years. To be promoted to the rank of Librarian IV, an individual should
have held the rank of Librarian III for no fewer than three years.
dLA record of truly exceptional performance in some areas of the basic responsibilities to
librarianship, performance, and service may mitigate against slight contributions in other
areas in consideration for promotion, within the performance guidelines established for
each rank. The evidence to support promotion based upon exceptional considerations
must be unequivocal.
3. Promotion Procedures:
a. A librarian may be nominated or apply for promotion. A nomination may be initiated
by an individual librarian or the appropriate Associate Director. The applicant/nominee is
responsible for developing and submitting to the Associate Director a packet of
supporting materials a current vita, and a completed Promotion/Tenure Application form.
The packet of supporting materials should contain information sufficient to judge the
merits of the promotion application.
b. Applications/nominations are placed in a special file in the office of the Library
Director and are accessible for evaluation and recommendation by any professional
librarian. Formal comment by librarians concerning the applications/nominations must be
submitted on the Recommendations on Promotion/Tenure form.
c. Review Panel:
(1) Each application/nomination for promotion, including all supporting materials
and written signed comments from the professional librarians with regard to the
applicant/nominee's credentials and performance as a librarian will be reviewed
by a panel of not less than five librarians.
(2) The panel will consist of the non-competitive members of the Library
Academic Advisory Council, excluding ex officio members, who hold the
applicant/nominee's present rank and above.
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(3) In the event that the panel thus constituted is fewer than five members the
panel will select the remaining members from among the other non-competitive
librarians holding the applicant/nominee's rank or above.
(4) Applicants for the rank of Librarian IV will be reviewed by the members of -
the Library Academic Advisory Council which shall constitute the review panel/
(5) Each member of the review panel will complete the Recommendations on
Promotion/Tenure form.
d The Associate Director of the applicant/nominee's division will evaluate the packet of
materials submitted by the candidate, librarians' comments and the recommendations of
he 3T r r' S" ^thCSe materials al0n* With his/her 'ecommendaZ to the Library Director. The Recommendations on Promotion form will be used to transmit
the Associate Director's recommendation. "«»nui
ejhe Library Director will review the supporting materials prepared by each applicant
ubmittedZ8 rrentS' 'n reVieW ^ reco^ndations, and the recommendation'
submitted by the Associate Director and will recommend to the Vice President for
Academic Affairs that the applicant be promoted/not promoted, with comments
VkepTS t If fengt!; 5th6 aPPlication- The Library Director will submit to the
Vice President for Academic Affairs a summary of the recommendations of all
participants in the review process and the packet of materials prepared by each applicant.
f. The Vice President for Academic Affairs will review these materials as a basis for
making recommendations to the President of the University. The Vice President for
feSTs,^1? ?H1 SUbmUtO ^ PreSid£nt 8 recommendation to promote/not promote
£nH?H,t ^ prOmotlon> along with the P^ket of materials prepared by each
candidate and the recommendations made at each step of the review process.
ZfT ?e Vn™Tsity wil1 review *«« materials and recommendations and
S^T ?^ Plrtment 3S a b3Sis for his/her commendation to the Board
Regents that the candidate be promoted. After the decision of the Board of Regents
a Hcatf ° PP°rting materials Prepared by the candidate will be returned to the '
°f Stephen F-Austbl State
Periodic Evaluation
Each librarian cites periodically his/her accomplishments in areas such as library service
scholarship, publication, teaching, research, individual achievements, and other public or
university service. His/her accomplishments are discussed personally with him/her by the
library administration and are preserved in writing for future reference. The librarian in
turn may discuss each librarian's progress with the Vice President for Academic Affairs
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Compensation
Adequate and equitable career salaries, properly graduated through the academic ranks
are established and maintained to provide incentive for professional growth, to support
morale, and to recruit highly qualified personnel. The department heads are compensated
for their added responsibilities. Librarians accrue vacation and compensatory time the
same as other state employees and are free to take their vacation at any time during the
periods they are under contract subject to supervisor approval. Vacation time may be
accumulated according to the limits established for state employees. Librarians receive
the same holidays as other state employees.
Work Load
Professional librarians are appointed for twelve-month terms and receive staff vacation
time and state holidays. Tenured librarians employed as of April 21,1998, will not be
required to work twelve-month contracts.
Appeal
Should a librarian feel that the above policies and standards have not been followed in
his/her case, he/she has the right to appeal his/her case on the same basis as that
established for other members of the faculty.
Library Academic Advisory Council
A Library Academic Advisory Council functions as a committee to advise the University
Librarian on policy matters and to consider any matter it deems appropriate.
Five members, all professional librarians, with at least two years of service at Stephen F.
Austin State University, elected in September by the professional staff, comprise the
Council. Council members serve for two year staggered terms. If not elected to this
Council, the librarian who is the Faculty Senate representative is an ex officio member of
the Council. The Council elects its own chairman. Note: The change from three to two
years is recommended because prospective staff changes in the next several years may
significantly limit the number of librarians who can serve.
The Council meets at the call of the chairman and shall meet at least once in the fall and
once in the spring semesters.
University Governance
Librarians have all the voting rights granted other members of the faculty. They are
eligible for membership on the Faculty Senate and on faculty committees. These include,
but are not limited to, the Curriculum Committee, the Graduate Council, and those
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committees having implications for library collections and services as well as for
curriculum development.
Leaves
Librarians are eligible for faculty development leaves on the same basis of eligibility
granted other members of the faculty.
Research and Grants
Librarians are eligible for grants, fellowships, and research funds on the same basis as
other members of the faculty.
Tenure
Librarians are eligible for tenure in accordance with tenure regulations set by the
University for members of the faculty Tenure Policy E-50A. An additional criterion ft
awarding librarians tenure is satisfactory job performance. In considering job
performance, the library director may choose to review the librarian S annual evaluation
forms. The librarian may also include documentation ofj ob performance in the tenure
packet, such as part of the annual evaluations or other documentation.
Academic Freedom and Responsibility
Librarians have the protection of academic freedom and are to exercise professional
responsibility and judgment. There shall be no censorship of library resources.
Source of Authority: President
Cross Reference: Faculty Handbook
Contact for Revision: President
Forms: None
'or
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Nepotism
Original Implementation: Unpublished
Last Revision: January 25,2000Januaiy 28, 2003
Relatives of a person within the second degree of affinity include the spouse of the
person and the parents, children, brothers, sisters, grandchildren, nephews, nieces, uncles
aunts, and first cousins of the employee's spouse.
The relatives of a person within the third degree of consanguinity include the parents,
children, brothers and sisters, grandparents, uncles and aunts, first cousins, nephews and
nieces, grandchildren, great-grandchildren, great-grandfathers, great-